MINIMUM QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Hospitality Management, or a related field.
• Proven experience as an executive assistant or in a similar administrative role.
• Must have real estate experience.
• Strong proficiency in Outlook Calendar and other office software applications.
• Excellent phone etiquette and communication skills.
• Ability to manage multiple tasks efficiently in a fast-paced environment.
• Familiarity with DocuSign and spreadsheet applications.
• Demonstrated computer literacy with a focus on organization and detail.

PREFERRED QUALIFICATIONS:

• Experience in the hospitality accommodation industry, specifically supporting C-level owners and real estate developers, is essential.
• Familiarity with project management software and tools.

SKILLS:

The required skills for this position include exceptional organizational abilities, which are essential for managing the CEO’s busy schedule and ensuring that all tasks are completed on time. Strong communication skills are vital, as the Executive Admin Assistant will interact with various stakeholders and must convey information clearly and professionally. Attention to detail is crucial when preparing reports and presentations, as accuracy is paramount in executive communications. Additionally, proficiency in office software and technology will be utilized daily to streamline processes and enhance productivity. Preferred skills, such as project management experience, financial acumen, and real estate experience, will contribute to success in this role

ABOUT THE ROLE:

The Executive Admin Assistant to the CEO plays a crucial role in ensuring the smooth operation of the executive office within the hospitality industry. This position is responsible for managing the CEO’s schedule, coordinating meetings, and facilitating communication between various departments and external stakeholders. The ideal candidate will be instrumental in organizing events, preparing reports, and handling confidential information with absolute discretion, integrity, and professionalism. By providing high-level administrative support, the Executive Admin Assistant will enable the CEO to focus on strategic initiatives and decision-making. This role requires high energy, discretion, a proactive mindset, and the ability to work closely with a high-performing executive team in a fast-paced, entrepreneurial environment. Ultimately, this role contributes significantly to the overall efficiency and effectiveness of the executive team.

RESPONSIBILITIES:

• Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Serve as a gatekeeper and thought partner, helping the CEO prioritize tasks, projects, and meetings in alignment with strategic business objectives.
• Proficient in leveraging advanced mathematical functions and formulas within spreadsheet software to perform complex calculations, analyze data trends, and generate insightful reports.
• Track and follow up on internal deliverables and ensure timely progress on key initiatives involving the CEO.
• Coordinate with department heads to gather updates and proactively identify roadblocks.
• Prepare and edit correspondence, reports, and presentations for internal and external communication.
• Handle phone communications with professionalism and courtesy.
• Coordinate logistics for meetings, events, and conferences, ensuring all details are handled efficiently.
• Must be highly organized and highly efficient.
• Support various administrative tasks as needed to enhance organizational efficiency.
• Act as a liaison between the CEO and other staff members, clients, and stakeholders.
• Prepare materials for and coordinate communication with board members, lenders, and key investors.
• Help manage deadlines related to reporting, compliance, and investor updates.
• Maintain organized files and records, ensuring easy access to important documents and information.
• Maintain and update CRM/contact databases to ensure accurate and timely communication with stakeholders.
• Possessing in-depth knowledge and experience in the process of closing loans, including a comprehensive understanding of loan documentation and lender requirements.
• Familiar with various types of loans, the intricacies involved in each phase of the closing process, and the specific documentation necessary for successful loan transactions. This includes ensuring compliance with all regulatory standards, verifying information, and coordinating with all parties involved to facilitate a seamless closing.
• A thorough understanding of title companies is essential in the real estate transaction process. Familiarity with the various services and processes offered by title companies to significantly streamline real estate dealings and safeguard stakeholders’ interests.