Executive Assistant and Office Administrator

Precision Investments; Plano (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

A fast-growing commercial real estate investment firm in Texas is seeking an Executive Assistant/Office Administrator. This role involves supporting the co-founders, managing office operations, and ensuring effective communication with investors. The ideal candidate is organized, proactive, and detail-oriented, with experience in bookkeeping and administrative tasks.

Qualifications

• Minimum of 3+ years of relevant experience.
• Ability to multi-task, prioritize tasks, meet deadlines, and adapt to shifting demands.

Responsibilities

• Provide direct support to the company’s two partners.
• Manage calendars, schedule meetings, coordinate travel.
• Oversee office operations to keep the office organized.

Skills

Organizational Skills

Communication

Problem Solving

Tools

Microsoft Office

QuickBooks Online

Job description

Executive Assistant and Office Administrator

Executive Assistant and Office Administrator

Precision Investments is a fast-growing commercial real estate investment firm passionate about the acquisition and value enhancement of shopping centers in Texas. We have had tremendous results transforming underperforming properties with our first 12 acquisitions (totaling over 300,000 square feet with over 120 tenants).

MISSION STATEMENT & CORE VALUES

Our Mission

To acquire and reposition value-add shopping centers in Texas to unlock their full potential while maximizing returns for our investors and have fun while doing it.

Core Values

• Honesty & Integrity
• Accountability
• Communication
• Initiative

POSITION OVERVIEW

We are seeking a highly organized, proactive, and adaptable Executive Assistant / Office Administrator to support the company’s two co-founders and oversee daily office operations. This role is pivotal to keeping our office running smoothly while ensuring our leadership team remains efficient and focused. Core responsibilities include executive support, basic bookkeeping in QuickBooks Online, office administration and serving as a liaison with investors.

The ideal candidate is someone who possesses a high level of competence in performing a full range of responsibilities, is detail oriented, takes initiative, communicates effectively, takes pride in delivering high-quality work, enjoys solving problems and streamlining processes, and thrives in a fast-paced, dynamic environment. You should be comfortable working independently, working with some degree of ambiguity, and willing to take on any task.

ESSENTIAL DUTIES & RESPONSIBILITIES

Executive Support

• Provide direct support to the company’s two partners on both business and personal matters
• Manage calendars, schedule meetings, coordinate travel, and handle reservations
• Assist with tracking and follow up on projects, deadlines, and deliverables
• Prepare and edit reports, letters, presentations, and other documents on behalf of leadership
• Act as a gatekeeper and handle inbound communication (calls, emails, voicemails)
• Perform personal tasks (e.g. errands, booking travel, scheduling appointments, researching/purchasing gifts and other items, home maintenance coordination, taking vehicles for maintenance, paying bills, etc.)
• Utilize QuickBooks Online to manage basic bookkeeping tasks including recording and reconciling bank and credit card transactions and generating monthly P&L reports
• Prepare checks and bill payments, deposit checks, and monitor bank accountsOffice Administration
• Oversee office operations to keep the office organized and running smoothly
• Act as the point of contact for vendors, suppliers, and building management
• Order and manage office supplies, equipment, and snacks/drinks to keep the office stocked
• Ensure the office environment is clean and welcoming for visitors
• Maintain office records, contact databases, and filing systems (paper and digital)
• Maintain an organized, professional, and welcoming office environment
• Coordinate onboarding processes for new hires (e.g. IT setup, documentation, etc.)
• Assist with payroll processing and data collection (e.g., timesheets, PTO tracking, mileage reimbursements)
• Assist with managing benefits coordination including health insurance enrollment and communication
• Help implement and uphold company policies and best practicesInvestor & Team Communication
• Serve as a liaison with investors regarding payments, documentation, and distribution of tax forms
• Maintain and manage a shared company calendar, coordinating internal meetings, team events and lunches
• Proactively monitor, organize, and respond to multiple email accounts
• Attend and take notes during weekly team meetings

General

• Proactively find tasks, anticipate needs and take initiative during slower periods.
• Learning, implementing and utilizing new technologies for payroll processing, coordinating company tasks, reporting to investors, recurring company website updates and company LinkedIn posts
• Handle miscellaneous projects and tasks as assigned
• Use discretion and integrity while handling confidential information

QUALIFICATIONS & REQUIREMENTS

• Minimum of 3+ years of relevant experience
• Self-Starter with the ability to work in a fast-paced environment while mostly working independently
• Highly organized, thorough, and detail oriented
• Ability to multi-task, prioritize tasks, meet deadlines, and adapt to shifting demands
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) ability to quickly adopt new technology
• Experienced with basic bookkeeping software (e.g. QuickBooks Online)
• Ability to take an unclear assignment and figure it out
• Strong written and verbal communication skills with a professional demeanor

APPLICATION

Please apply by:

• Completing the Culture Index Applicant Survey: https://go.cultureindex.com/p/CAGCMxARFNUe
• Submitting your resume to Stewart Korte at: [e-mail]

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

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