Executive Assistant to the Chief Development Officer (1133)

Elderly Housing Development & Operations Corporation (EHDOC); Fort Lauderdale (FL); On-site; USD 52,000 - 76,000; Full time

Job summary

Elderly Housing Development & Operations Corporation (EHDOC) in Fort Lauderdale, FL seeks an Executive Assistant to support the Chief Development Officer and development team. The role covers calendar management, travel planning, and preparation of real estate, legal and financial documents.

The EA will liaise with architects, engineers, lenders and attorneys, coordinate meetings, take notes, and ensure accurate filing and reporting.

Qualifications

• 2–3 years' experience as a high-level Executive Assistant.
• Experience in business administration, accounting, real estate, contracts or legal support preferred.
• Excellent verbal and written communication; high attention to detail.

Responsibilities

• Provide high-level executive and administrative support with confidentiality.
• Manage calendars, scheduling, meetings, and travel arrangements.
• Coordinate with development, accounting, operations, compliance, IT, and external partners.
• Prepare briefing packs, reports and correspondence.
• Maintain organized filing systems and organize meeting agendas.

Skills

Executive communication

Calendar management

Multitasking

Confidentiality

Team coordination

Stakeholder management

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Microsoft Outlook

Microsoft Teams

RealPage

Workfront

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.

Responsibilities

Reporting 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 recipients
• Oversee and manage the calendars, schedules, meetings, and travel arrangements
• Completes 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 operations
• Creates an environment for success through good communication and team building.
• Supports the building of positive relationships across the organization.
• Some travel may be required.

Qualifications

• 2-3 years' experience as a high-level professional Executive Assistant
• Experience in Business Administration, Accounting, Real Estate, Contracts, Legal, and Construction preferred
• Excellent verbal and written communication skills
• Excellent organizational skills
• Possesses discernment for working with confidential information and tight deadlines
• Ability to multi-task.
• Proficient in Microsoft Excel, with additional experience in Word and PowerPoint
• Experience working with executive level staff is essential
• The 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 Competencies

• Mission 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.