Executive Assistant at Prime Headhunting & Recruiting, Inc. in Boston, Massachusetts, United States

Job description

• Job Title: Executive Assistant to Real Estate CEO
• Location: Newbury St., Boston, MA
• Type: Full-Time
• Hours: 7:45am- 5:00pm, M-F (an hour for lunch each day)
• We are seeking a highly motivated, autonomous, and independently driven Executive Assistant to provide comprehensive support to the Executive and their Boston office. As the first point of contact for the business, you will represent our company with a high level of professionalism. You will act as a liaison with C-Suite executives and high-net-worth individuals, anticipating the needs of the office and executive to ensure smooth daily operations. This role is perfect for someone who enjoys a dynamic and varied workday where no task is too small, and every day presents new challenges.

Responsibilities

• Open the office daily, ensure it is well-stocked with beverages and snacks, and handle light duties like making coffee.
• Ensure the office environment is professional and welcoming for clients and partners.
• Ensure the location is fully stocked with office supplies and everything is up and running smoothly.
• Front-desk receptionist, calendaring and scheduling, data-entry, documentation scanning and filing, and general administrative work for the business.
• Anticipate the needs of the Executive and provide personal assistant tasks, including support for family-related matters (may include scheduling doctor's appointments, arranging catering, traveling etc. tasks will be within reason to help the owner's day move smoothly).
• Manage calendars, schedule meetings, and appointments, and coordinate business travel arrangements for the owners.
• Handle daily office tasks such as scanning documents, digitalizing records, and maintaining filing systems.
• Assist with media and marketing support, coordinating with relevant teams for business promotions and communications.
• Act as the first point of contact for high-level stakeholders, including C-Suite executives and high-net-worth clients.
• Maintain the general office, keeping it running smoothly. This may include troubleshooting technology issues that arise and arranging service if needed to ensure smooth operation of office equipment and software.
• Adapt and learn new technology as needed.

Requirements

• Proven experience as an Executive Assistant or in a similar administrative role; experience in a family-owned business is a plus.
• Strong organizational and multitasking skills, with the ability to manage diverse tasks and priorities efficiently.
• High level of professionalism, particularly in interactions with executives and high-net-worth individuals.
• Computer proficient, with the ability to troubleshoot independently.
• Proactive problem-solver with a "no task is too small" attitude.
• Excellent written and verbal communication skills.
• Ability to work independently and anticipate the needs of the executive and office without constant oversight.
• Flexibility in work hours to accommodate the executives dynamic schedule.
• Professional business attire and presentation required daily.

Skills

Required

• High level of professionalism
• Computer proficient
• Proactive problem-solver
• Ability to work independently
• Flexibility in work hours

Benefits

• This is an exciting opportunity for someone who thrives in a fast-paced, ever-changing environment. As a key member of our team, you will have the chance to work with a supportive and respectful family-owned business, contribute to meaningful projects in historic real estate, and take on a highly autonomous role.
• We offer a competitive annual salary and discretionary bonuses based on performance. You will have the flexibility to select your healthcare plan, and we will cover 100% of the premium. Additional benefits include a free Newbury St. parking spot, paid holidays, and 2 weeks of PTO/vacation offered to start.
• We look forward to welcoming a dynamic and self-motivated individual to our team!
• $ 75,000.00 - 110,000.00 (US Dollar)