Administrative Assistant

Overview

• Support the CEO of a high-end real estate management firm with administrative and personal tasks.
• Manage office administration, including reception duties and maintaining a professional demeanor.
• Coordinate schedules, meetings, events, and travel arrangements for executives.
• Handle credit card statements, invoices, and petty cash reconciliation.
• Assist with entity management tasks, including filings and correspondence.
• Organize insurance policies, W9 collection, and year-end 1099 reporting.
• Perform personal errands and financial matters for the CEO.
• Maintain office supplies, coordinate building maintenance, and support IT provider interactions.
• Provide notary services and assist with tax filings and certified mailings.

Key Responsibilities & Duties

• Act as the first point of contact for visitors and calls, ensuring a professional reception.
• Organize and schedule meetings, events, and travel arrangements for executives.
• Prepare and manage invoices receivable and payable, ensuring accurate record-keeping.
• Assist with entity management tasks, including filings, status lookups, and correspondence.
• Reconcile petty cash and maintain organized insurance policy records.
• Collect and update W9s, prepare 1099 reports, and manage tax-related documents.
• Coordinate building maintenance and IT provider interactions for smooth operations.
• Provide notary services and assist with certified mailings and tax filings.
• Support personal financial matters and errands for the CEO.

Job Requirements

• Bachelor of Arts (BA) degree required with 3-5 years of relevant experience.
• Proven experience supporting C-suite executives in a professional setting.
• Strong organizational skills with attention to detail and ability to multitask.
• Proficiency in office administration, accounting tasks, and entity management.
• Excellent communication skills and professional demeanor for reception duties.
• Ability to handle personal errands and financial matters for executives.
• Knowledge of insurance policies, tax filings, and certified mailings preferred.
• Experience in real estate management or similar industries is a plus.
• Availability for on-site work from 9 AM to 6 PM, with remote summer Fridays.