Executive Assistant to the Chief Development Officer

Priority Dispatch Corp.; Plantation (FL); On-site; USD 50,000 - 75,000; Full time

Job summary

EHDOC is seeking an Executive Assistant to support the Chief Development Officer and development team in a fast-paced environment. You will manage calendars, coordinate travel, prepare and organize documents, and liaise with internal staff and external partners such as architects, engineers and investors.

The role requires 2-3 years of high-level EA experience, strong communication, and proficiency with Excel, Word and PowerPoint.

Qualifications

• 2-3 years experience as a high-level Executive Assistant.
• Experience in Business Administration, Accounting, Real Estate, Contracts, Legal and Construction preferred.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Excel, Word and PowerPoint.
• Experience working with executive level staff is essential.
• Strong organizational skills and discretion with confidential information.

Responsibilities

• Answer the telephone, take messages, manage calendar and scheduling appointments.
• Prepare, organize real estate, legal and financial forms and documents.
• Coordinate travel arrangements and maintain filing systems.
• Generate reports and attend meetings to discuss projects.
• Serve as liaison between departments and external partners.
• Provide executive-level support with confidentiality and professionalism.

Skills

Executive support

Calendar management

Microsoft Excel

PowerPoint

Microsoft Outlook

Communication skills

Discretion with confidential info

Tools

RealPage

Workfront

Microsoft Teams

Job description

The Executive Assistant (EA) performs a multitude of duties to support the Chief Development Officer and the development team. Day-to-day responsibilities include but are not limited to answering the telephone, taking messages, managing calendar and scheduling appointments, preparing and organizing real estate, legal and financial forms, documents all correspondence, ordering supplies, mailing newsletters, distributing reports, making travel arrangements and maintaining electronic and paper filing systems. The EA also handles updating information on data and operating systems utilized, generating reports and attends meetings to discuss current and future projects. Computer literacy is essential, as is the ability to be well-organized, focused, and be accurate on all tasks at once in a fast-paced work environment.The Executive Assistant will also provide executive level support and a full range of secretarial and administrative support functions, including prompt, courteous and effective written and verbal communication with internal staff and external clients such as architects, engineers, general contractors, investment partners, lenders and attorneys to ensure smooth and effective administration of the company’s goals and objectives.ResponsibilitiesReporting to the Chief Development Officer to work towards successful completion of projects from inception through financing, through construction to completion, from lease-up to stabilization, increasing the organization’s community and mission impact with a focus on long-term sustainability and achievement of the organization’s production and financial goals.Provides high-level executive and administrative support with the utmost level of confidentiality.Manages a myriad of complex assignments and tasks, including scheduling, negotiating appointments, meetings and organizing associated and supporting documentation along with follow up to ensure project closure.Serve as a liaison between the various departments, i.e., development, accounting, management operations, compliance, I.T., and vendors, attorneys, lenders, architects, general contractors, and engineers, etc.Takes meeting notes and delivers messages from phone calls, emails, memos, or reports to the recipientsOversee and manage the calendars, schedules, meetings, and travel arrangementsCompletes and maintains bookkeeping tasks such as expense reports, corporate credit card receipts, and manages confidential credentials along with necessary travel and hotel information.Coordinates effective meetings by organizing and collating meeting agendas, providing confidential minute-taking and distribution and coordinating follow up actions.Maintains organized filing systems for recording and storing information.Prepare correspondence and prepare briefing packs, reports and papers.Ensures that the Chief Development Officer and development team have adequate administrative support.Self-starter, takes initiate, and works independently on special non-reoccurring and reoccurring projects.Assists in organizing office functions, activities and communications; assure efficient workflow and office operationsCreates an environment for success through good communication and team building.Supports the building of positive relationships across the organization.Some travel may be required.2-3 years’ experience as a high-level professional Executive AssistantExperience in Business Administration, Accounting, Real Estate, Contracts, Legal, and Construction preferredExcellent verbal and written communication skillsExcellent organizational skillsPossesses discernment for working with confidential information and tight deadlinesAbility to multi-task.Proficient in Microsoft Excel, with additional experience in Word and PowerPointExperience working with executive level staff is essentialThe successful candidate must possess people skills, with an exceptional close attention to details.Must demonstrate integrity and trust with the ability to work independently and confidentially.A successful candidate must be mature, service oriented, and an excellent team member with the ability to juggle multiple priorities with shifting agendas.A successful candidate must also be highly skilled in the use of Microsoft Outlook, PowerPoint, Microsoft Teams, Excel, and other web technologies such as RealPage and Workfront.Core CompetenciesMission Alignment: Demonstrates a clear understanding of and commitment to EHDOC’s mission, vision, and standards of excellence.Respect & Inclusion: Values diversity, respects individual choices and perspectives, and treats all people with dignity, fairness and respect.Integrity & Professionalism: Acts with honesty, credibility, and adaptability within the scope of responsibilities.Policy Adherence: Understands, interprets, and consistently upholds EHDOC’s policies and procedures.Skillful Execution: Applies a broad range of knowledge, skills, and attributes to achieve high-quality outcomes.