The Company:
TruAmerica Multifamily is a Los Angeles based Multi-Family Real Estate Investment and Asset Management Company. We are looking for a well-organized, responsible and experienced professional to join our growing team.
Job Description:
Provides high-level, confidential administrative support to the CEO of the company in a one-on-one working relationship. The Executive Assistant role serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to the Executive Team; organizes and coordinates executive outreach and external relations efforts. Duties may be operational, administrative and project-based and include scheduling travel, arranging meetings, handling information requests, preparing reports and correspondence. This position is often privy to confidential information and as such, requires diplomacy and discretion.
Tasks and Responsibilities:
- Conserves CEO and executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Maintains CEO and executive’s appointment schedule by planning and scheduling meetings, conferences, board meetings, teleconferences, registration and travel.
- Completes CEO and executive’s expense reports monthly and or assigned.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and executives, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior Leadership staff.
- Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities; ensures that he follows up appropriately.
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
- Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated.
- Additional duties as assigned.
Abilities:
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with internal and external partners.
- Expert level written and verbal communication skills; produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, registration and travel.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Emotional intelligence and maturity.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
- Forward looking thinker, who actively seeks opportunities and proposes solutions
- A sense of urgency, comfort with ambiguity, drive for results and ability to remain true to the company’s brand and image.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to sit for up to 10 hours per day.
- Ability to communicate verbally and in writing.
Preferred Experience/Minimum Qualifications:
- High School diploma or General Education Degree (GED).
- Proven experience as an executive assistant or other relevant administrative support experience.
- In-depth understanding of entire MS Office suite.
- Ability to organize a daily workload by priorities.
- Team player and positive attitude.
- Must be able to meet deadlines in a fast-paced quickly changing environment.
- A proactive approach to problem-solving with strong decision-making skills.
- Professional level verbal and written communications skills.
- High aptitude of Emotional and behavioral intelligence.