LOS ANGELES: REAL ESTATE ASSISTANT NEEDED! Our amazing self made client is a real estate mogul with properties through Ca. He is looking for an office manager/executive assistant to run his Santa Monica office (client is based in Northern California). You will be responsible for managing his busy calendar, email correspondence, answering phones, stocking the small office (4 people), booking travel and restaurant reservations, as well as accompanying him to meetings when he is in La.

Etiquette and poise is extremely important to this client and he is constantly communicating and having High Profile people coming into the office.

Experience working in real estate would be a major bonus so you understand the office dynamics and especially understand real estate “language”.

Must have a college degree from a top tier school. Must have experience supporting a busy C level executive.

Please send professional resumes to: sfjobs@thehelpcompany.com

Salary DOE: $80k

Executive Personal Assistant

A fast growing start up organization in the City of Vernon, is recruiting for an amazing, organized and stellar Executive Assistant to support our CEO. Previous experience supporting a C-Level executive is a MUST. The selected candidate will understand their support will be required beyond the boundaries of the office and have the ability to translate seemingly impossible tasks into a completed project.

Responsibilities:

• Provide comprehensive personal assistant to a C-level executive.
• Work closely with the Executive Assistant to ensure there is no gap between personal and professional needs.
• Heavy calendar management for business and personal scheduling
• Great listener – to take accurate notes as CEO speaks.
• Coordinate travel arrangements (business & personal, including family)
• Supporting the needs of CEO, spouse, & family
• Handle personal and professional correspondence
• Personal shopping & errands as needed
• House sitting
• Caring for family pet with health issues (as needed)
• Driving family members as needed
• Liaise with vendors for business and personal
• Possible travel with family

Requirements:
• Previous Personal Assistant experience a MUST
• Valid Driver’s license and personal vehicle (valid insurance)
• Must enjoy working alongside spouse and family of CEO
• Qualify to travel (domestic & international)
• Active listener and heavy, yet accurate note taker
• Ability to manage difficult personalities with grace
• Highly flexible about days and hours to work (12 hrs. days)
• Meticulous, organized and attentive to detail
• Must be able to work independently
• Have thinking ability and discernment
• Professional demeanor required
• Positive, high energy & enthusiastic
• Remains calm under pressure
• Lover of dogs
• Highly flexible about days and hours to work
• Degree required.
• Must be available to house sit for extend periods of time
• Mac proficient
If you feel you can excel in a fun, fast pace and sometimes unconventional office environment, please submit your resume for consideration.

OVERVIEW

Provides administrative and personal support for the Chief Executive Officer (CEO) and Executive Assistant to the CEO, including coordination of meetings and travel, running business and personal errands, filing company expense reports and reimbursements. Answers non-routine calls and correspondence and assembles highly confidential and sensitive company and inter-personal information. Independent judgment is required to plan, prioritize and organize a demanding and diversified workload and maintain the highest degree of professionalism and ability to maintain the utmost confidentiality.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

Job functions include, but are not limited to the following:
• Providing internal and external assistance whenever needed
• Creating and maintaining appointments and updating schedule and calendar for CEO when needed as backup to the EA
• Coordinating appointments and arranging details for appointments
• Providing support for presentation and research materials using Word, Excel, PowerPoint, Photoshop and other tools
• Coordinating details of travel including flight, hotel and car service arrangements in conjunction with the EA as needed
• Maintaining confidential organizational and departmental files
• Providing light support for the Executive Assistants to the COO and CFO, as needed
• Preparation of expense reports for the CEO, COO, Executive Assistants and coordinating approval of expense reports for global direct reports
• Processing reimbursements and check requests through coordination with Finance Accounts Payable procedures
• Composing correspondence to routine issues on own initiative
• Running Personal and Business errands for the CEO
• Receive and screen telephone calls for the CEO, COO, and Executive Assistants as needed

ADDITIONAL RESPONSIBILITIES

Additional responsibilities include, but are not limited to the following:
• Coordinating Company raffles and miscellaneous items
• Providing administrative support and back up for the Executive Assistants to the CEO, CFO, and/or COO in their absence
• Planning special events
• Maintaining office and kitchen supplies and general organization of Executive Area
• Coordinating and maintaining the Global Company Calendar
• Filing, organizing, copying, scanning, etc.
• Performing personal tasks as assigned
• Coordinating tasks as assigned by CEO’s spouse
• Coordinating vendors and projects at both of the CEO’s residential properties
• Paying and tracking CEO’s personal bills and expenses
• Updating and distributing the Executive Support Contact List to the Executive Assistant Team
• Coordinating EA group luncheons, as needed
• Managing and picking up personal mail for the CEO
• Maintaining multiple spreadsheets and lists including but not limited to SMG anniversaries, contact information, personal and business gift logs, CEO’s personal Christmas card distribution list, party invite lists etc.
• Tracking both important business and personal birthdays and coordinating gifts as necessary
• Coordinating correspondence or projects as necessary for the CEO’s children
• Processing monthly payments for CEO’s corporate car and scheduling and coordinating maintenance as necessary
• Providing support to matters relating to the Board of Directors and Board Meetings as assigned including processing travel reimbursements, updating and formatting documents, generating seating charts and researching holiday gifts
• Securing the Executive Office by locking all offices and supply/file room doors before leaving at the end of the business day

QUALIFICATIONS AND EDUCATION

Include, but not limited to, the following:
• Previous experience as an Administrative or Executive Assistant
• Associate or Bachelor’s degree preferred
• Must have a reliable vehicle for shopping and running errands, sometimes located as far as Los Angeles or Santa Barbara
• Previous experience working in a fast paced, time sensitive, highly confidential environment where there are continually changing priorities
• Strong computer skills including all Microsoft products with particular strength in Outlook, Word, Excel, PowerPoint, Photoshop and web functions
• Must be comfortable around dogs since the Simqu’s have a dog at the house.

LANGUAGE, ANALYTICAL SKILLS AND SPECIFICATIONS

Include but are not limited to:
• Exceptional interpersonal, verbal and written communication skills, including the ability to be persistent and assertive without offending as well as possessing effective follow through skills
• Ability to meet deadlines and work professionally under pressure with high stress threshold
• Must possess superior customer service skills, high degree of professionalism and keen ability to maintain confidentiality (a confidentiality agreement must be signed)
• Must possess extreme attention to detail
• Must exercise frequent, independent, sound judgment based on knowledge of company’s culture, organization, policies, procedures, practices and personnel
• Must possess the ability to respond quickly and efficiently to continually changing priorities and handle personal contact with diplomacy and sensitivity
• Must be highly organized and able to work with minimal supervision
• Ability to read, analyze and interpret concepts, documents, etc.
• Reasoning/problem solving ability
• Multi-tasking ability and flexibility to withstand interruptions
• Ability to prepare and manage special projects as assigned
• Effective internal/external customer and staff communication
• Ability to effectively manage vendor and consulting relationships

PHYSICAL DEMANDS

Include but are not limited to:
• Carrying, standing, pulling, pushing, lifting (5-10 pounds), climbing, twisting, reaching, sitting, walking, squatting
• Hearing, listening, writing, typing and speaking
• Operation of computer, copier and other essential office equipment
• Sustained concentration using a computer screen
• Ability to ignore ambient noise, carry on conversations with internal/external customers in a high activity, noisy environment

COMPANY ACKNOWLEDGEMENT

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed within this position description are representative of the education, skills, experience and qualifications required. Reasonable accommodations may be made to enable a qualified individual with a disability to more readily perform the essential functions.
• Management reserves the right to change, rescind, add or delete the essential functions of this position at any time, with or without notice.

GENERAL DESCRIPTION
Provide general administrative and clerical support to the CEO. Performs special projects as directed by executive team.

ESSENTIAL DUTIES
− Manage calendar for CEO
− Coordinate all travel (domestic and international) as well as meeting arrangements
− Preparing and editing correspondence, reports and presentations
− Manage projects and conduct research as directed
− Organize meetings (live, video conference, teleconference)
− Host external visitors

QUALIFICATIONS (EXPERIENCE & EDUCATION)
− Bachelor’s degree preferred, or the equivalent combination of education/experience.
− Minimum of 2 years of executive support experience.
− Excellent organizational skills, with acute attention to detail, ability to juggle multiple tasks in a fast-paced and time sensitive environment
− Superior verbal and written communication skills in the English language
− Professional demeanor
− Ability to handle and maintain highly confidential and sensitive information

− Must be confident to make complicated decisions when needed or know when to delegate issues upward
− Ability to anticipate change and react efficiently
− Proficiency in MS Suite tools is a must

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