Executive Assistant to the Chief Development Officer

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.
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 Power Point 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…