Executive Assistant to CEO

645 Mayport Rd Suite 5 Atlantic Beach, FL 32233 • Administrative • Real Estate • Operations • Full-Time

Salary Type:  DOE

Seeking High-Performance, Innovative Executive Assistant (Private Equity Real Estate Investment and Services Platform)

Please read carefully before responding. Requirements are detailed below.

The Relationship: As our Executive Assistant to the CEO, you will become an indispensable strategic partner, deeply committed to maximizing and optimizing the CEO's efficiency, productivity, and success in a modern, innovative, and “think outside the box” manner. This role demands a mindset obsessed with continuous improvement and excellence, pushing beyond traditional administrative boundaries. You will leverage advanced skills, cutting-edge technology, and strategic thinking to drive unparalleled organizational success.

To excel in this role, you must embody a relentless focus on innovation, always seeking out new and creative solutions to enhance workflows and productivity. Your exceptional communication and organizational prowess will ensure seamless operations, while your strategic insight will empower the CEO to achieve their highest potential. Your contributions will not only streamline the executive's activities but will also play a pivotal role in fostering a culture of innovation and efficiency throughout the organization.

Who we are: We are a rapidly expanding, vertically integrated Private Equity Real Estate investment firm, offering a unique opportunity for the right individual to join our dynamic team. As our transaction volume, complexity, and strategic objectives grow, we are seeking an exceptional, driven, high-performance Executive Assistant to partner with our CEO in our mission to achieve unparalleled success.

Finding a resource who is highly collaborative, action-oriented, intensely focused on performance, grounded in reality, and driven by innovation is crucial to our organizational success. The right Executive Assistant will possess an intense passion and hunger for supporting the CEO with creative solutions, outside-the-box thinking, and advanced strategies in productivity, time and people management, task mastery, and optimization.

This role demands an individual obsessed with maximizing and optimizing the CEO's efficiency, productivity, and success. You must leverage collaboration, technology, and innovative processes to help scale the organization and reach our long-term strategic goals.

Key Objectives for the Ideal Candidate:

· Relentless Optimization: Constantly seek ways to enhance the CEO’s productivity and efficiency through innovative solutions and advanced problem-solving.

· Strategic Partnership: Act as a trusted advisor and strategic partner to the CEO, providing insights and recommendations that drive the organization forward.

· Innovative Thinking: Apply creative, outside-the-box thinking to all tasks, from daily administrative duties to complex project management.

· Advanced Task Mastery: Excel in managing the CEO’s time and priorities, ensuring they can focus on high-impact activities.

· Proactive Collaboration: Work seamlessly with internal and external stakeholders to facilitate smooth operations and effective communication.

· Technological Proficiency: Utilize cutting-edge technology and tools to streamline processes and enhance productivity.

· Performance Focus: Maintain an unwavering focus on achieving high performance and excellence in all aspects of the role.

By embodying these objectives, the ideal candidate will significantly contribute to the CEO's success and the overall growth and innovation of our organization.

The ideal resource for this role would align well with the below set of responsibilities:

Technological Proficiency:

· Advanced Tools and Software: Mastery of productivity software (e.g., Microsoft Office Suite, Google Workspace), project management tools (e.g., Asana, Trello), and communication platforms (e.g., Slack, Zoom).

· Automation and AI Utilization: Proficiency in using AI-driven tools for scheduling, email management, and data analysis to streamline workflows and save time.

Strategic Thinking:

· Proactive Planning: Anticipates the needs of the executive and the organization, planning ahead to mitigate potential issues and capitalize on opportunities.

· Decision Support: Provides informed recommendations based on thorough research and analysis, aiding in strategic decision-making.

Exceptional Communication Skills:

· Interpersonal Communication: Excellent verbal and written communication skills, capable of conveying complex information clearly and effectively to various stakeholders.

· Stakeholder Management: Builds and maintains strong relationships with internal and external stakeholders, acting as a liaison and ensuring seamless communication.

High-Level Organizational Skills:

· Multitasking and Prioritization: Expert at juggling multiple tasks and projects, prioritizing effectively to meet deadlines and organizational goals.

· Detail Orientation: Meticulous attention to detail, ensuring accuracy and quality in all tasks, from document preparation to event planning.

Confidentiality and Discretion:

· Trustworthiness: Handles sensitive information with the utmost confidentiality and discretion, maintaining the trust and confidence of the executive and organization.

Problem-Solving Abilities:

· Innovative Solutions: Thinks creatively to develop innovative solutions to complex problems, often before they arise.

· Crisis Management: Remains calm under pressure, effectively managing crises and unexpected challenges with poise and efficiency.

Adaptability and Learning Agility:

· Continuous Improvement: Constantly seeks to improve skills and knowledge, staying abreast of industry trends and best practices.

· Flexibility: Adapts quickly to changing circumstances, demonstrating resilience and a positive attitude in dynamic environments.

Role and Responsibilities:

Executive Support:

· Calendar Management: Efficiently manages the CEO schedule, coordinating meetings, appointments, and travel arrangements.

· Email and Communication Management: Filters and prioritizes emails and communications, drafting responses and ensuring timely follow-up.

· Meeting Preparation: Prepares agendas, briefing materials, and presentations for meetings, ensuring the executive is well-prepared.

· Coordinating Calls and Meetings: Schedule and coordinate calls, conference calls, and other meetings, ensuring efficient time management.

· Phone and Voicemail Coverage: Manage the CEO's phone calls and voicemails, ensuring timely and appropriate responses.

Project Coordination:

· Project Management: Oversees and coordinates projects, ensuring they are completed on time, within scope, and aligned with strategic objectives.

· Cross-functional collaboration: Works with various departments and teams to facilitate project progress and resolve issues.

· Delegation & Follow-Up: Delegate tasks and follow up to ensure completion and alignment with strategic objectives.

Data Management and Analysis:

· Report Generation: Collects, analyzes, and presents data to support executive decision-making.

· Market Research: Conducts research on industry trends, competitors, and market opportunities.

Office Management:

· Operational Efficiency: Implements systems and processes to improve office operations and increase efficiency.

· Resource Allocation: Manages office resources, including budgets, supplies, and technology.

· Expense Reporting: Prepare and manage the CEO's expense reports with precision and accuracy.

Personal Attributes:

· Integrity and Professionalism: Demonstrates ethical behavior and professionalism in all interactions.

· Empathy and Emotional Intelligence: Understands and responds to the needs and emotions of others, fostering a positive work environment.

· Vision and Initiative: Takes the initiative to drive improvements and contribute to the long-term vision and success of the organization.

How to respond: To demonstrate your interest in this exceptional opportunity, please respond with your resume and a brief cover letter specifically addressing why you believe you are the ideal candidate for this role. Highlight your obsession with maximizing and optimizing the CEO's efficiency, productivity, and success through modern, innovative, and unique approaches. Additionally, please include:

Please ensure your application is tailored to this role. Generic applications and blind resumes will not be considered. All inquiries will be kept strictly confidential.

Working with us, you will be challenged daily to improve yourself and approach your position as if it were your own business. You will be rewarded by working in one of the most fertile environments for entrepreneurial growth on the planet. Our organization, supported by high-performance leadership, ignites the entrepreneurial spirit, empowering individuals to reach their true potential.

Are you up to the challenge?

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