Executive Assistant - Real Estate

If you are excited by varying projects, no day looking the same, and working with a tight-knit team that sets the entire company up for success - our Executive Assistant role may be for you.

As the Executive Assistant, you will serve as one of the primary gatekeepers to the company's Founder.

This role is crucial because you will support the Executive with personal and business-related tasks all of which are of high importance and require discretion.

Values alignment is non-negotiable. Due to the proximity, you will have access to the founder of the company. It is of the utmost importance that you deeply resonate with the values they have set forth…

Sincere Candor
Unimpeachable Character
Competitive Greatness
Our founders are mission-driven, and the goal of the entire administrative team is to make sure that they can focus on the strategy of the business - while we handle the rest.

We consider ourselves the “nucleus” of the organization and take immense pride in the work we do, reflecting our founders' mission and values in all interactions and work we do.

In this role, you will be responsible for everything from researching, booking, arranging travel, managing communication with key stakeholders, sitting on meetings on the executive's behalf, and business/personal tasks for the Founder & CEO

Responsibilities

Executive Support

Manage and optimize the executive's calendar by scheduling appointments, prioritizing tasks, and addressing conflicts.
Proactively plan and organize the Founder & CEO’s calendar 3 months in advance.
Work with various departments to ensure executive’s calendars are free of any discrepancies and overlap
Ensure meetings are booked based on executives’ priorities and preferences
Ensure personal appointments are booked in advance
Prepare executives for meetings by providing agendas, background information, and necessary materials.
Reach out to stakeholders proactively one week before the scheduled meeting to ensure agenda items are added to CultureAmp and memos are added in Asana.
Act as a gatekeeper and facilitator to protect the executive’s time while maintaining accessibility for key stakeholders.
Manage and filter all incoming requests for the executive via Asana and Slack.
Act as the gatekeeper for the executives and protect their time.
Monitor Founder & CEO’s emails
Manage and monitor all incoming speaking inquiries via Asana
Effectively manage business and/or personal tasks
Handle personal matters, errands, and household coordination.
Ensure offices are always stocked and cleaned
Attend all group meetings for executives and take notes, as needed
Complete paperwork, as needed.
Ensure Founder & CEO have full context and are well-informed
Meet with Founder & CEO on a regular basis to move tasks forward
Proactive Time & Task Management

Prioritize and track tasks to guarantee the timely execution of key deliverables.
Self-manage due dates in Asana according to the executives’ priorities
Identify conflicts early and provide solutions to maintain efficiency.
Continuously seek ways to optimize time and focus for the executive.
Communication

Draft, proofread, and edit correspondence on behalf of the executive with impeccable accuracy and tone.
Ensure written communication is clear, concise, accurate, and free of grammar errors.
Represent the executive professionally in interactions with guests, vendors, partners, and internal teams.
When communicating with stakeholders, serve as a cultural ambassador, embodying values that inspire trust, respect, and teamwork.
Responds to Founder & CEO in Slack within seconds to 2 minutes during normal business hours.
Project Management

Coordinate and track progress on strategic initiatives, ensuring deadlines are met.
Provide clear instructions to stakeholders on behalf of the executives.
Follow up on action items and maintain accountability.
Provide oversight on ad-hoc tasks, from travel logistics to special projects.
Own projects such as travel itineraries, speaking inquiries, filming, etc.
Utilize any and all resources available before reaching out to executives. Resources include but are not limited to Asana, G-Suite, Slack, coworkers, etc.
Ensure Asana tasks are always updated with the most recent information
Coordinate quarterly planning for the Strategic Team
Operational Excellence

Maintain confidentiality and discretion at all times, demonstrating unimpeachable character in handling sensitive information. If the executive cannot trust your discretion the job cannot be done.
Anticipate needs and resolve issues before they escalate.
Should an issue arise, provide options for resolution before escalating to executives.
Continuously seek to improve processes, aligning with the value of competitive greatness by striving for excellence under pressure.
Advocate to improve processes
Available outside of working hours
Available to be on-call, as needed
Weekend coverage rotates
Results

The Executive Assistant’s impact is measured by their ability to:

Enhance Executive Productivity:
Must have NordVPN
The executive can focus on high-level decision-making without distractions.
Small decisions are made without looping in the executive
Ensure Operational Smoothness:
Meetings, projects, and communications run seamlessly, with minimal disruptions.
Projects are managed in Asana in a transparent and organized manner and updated regularly
Drive Strategic Success:
The executive achieves their objectives faster and more effectively, thanks to proactive support.
Requirements

Experience and Skills
Proven track record as an Executive Assistant or in a similar high-level support role in a fast-paced, growing organization such as a Chief of Staff, Operations Manager, or General Manager in a smaller business
Exceptional organizational, multitasking, and time-management skills.
Strong written and verbal communication skills, demonstrating sincerity and professionalism.
Advanced proficiency in office software, calendar management tools, and project tracking platforms.
Values and Qualities
Proactive problem-solving mindset, with a natural ability to anticipate needs.
Emotional intelligence
Cultural Fit

Embodies the company’s mission and values while acting as an extension of the executive’s leadership style.
A natural collaborator who enhances team cohesion and morale.
Reports to: Lead Executive Assistant

Core Values

Our core values are the heart and soul of this incredible company. The right person for this role will appreciate each of these values, personally subscribe to them, and understand why each is critical to having a great business.

Competitive Greatness

Be at your best when your best is needed. Enjoyment of a hard challenge. Those who have the drive to constantly improve, the superior intellect and long term commitment to see incremental improvements become compounding returns.

Sincere in Communication

Have the self awareness to accurately perceive and communicate hard truths that improve others and self, the courage to do so, and the humility to accept them, even when it hurts. Nothing great can be built without feedback: internally or externally.

Integrity

Be the type of person with whom people are always proud to associate, personally and professionally. We look for true alignment of thoughts, words, and actions towards a goal worth pursuing.

- Name 1-3 people that you are inspired by that are alive and you’ve had interactions with them
- What 3 characteristics do those people hold that you like about them?