Executive Assistant to the Chief Development Officer

Role Overview

The Executive Assistant (EA) delivers extensive support to the Chief Development Officer and their team by managing a wide range of administrative, communication, and organizational duties. These involve handling calls, managing calendars, coordinating appointments, preparing and assembling documents related to real estate, legal, and financial matters, and overseeing both digital and physical filing systems. The role requires accuracy, multitasking ability, and computer proficiency in a dynamic environment.

Key Responsibilities

• Offer high-level executive assistance while maintaining strict confidentiality.
• Handle complex scheduling, appointment setting, meeting arrangements, and follow-up documentation to ensure project milestones are achieved.
• Act as a communication bridge among departments such as development, accounting, operations, compliance, IT, as well as with vendors, attorneys, lenders, architects, contractors, and engineers.
• Record meeting minutes and distribute messages received via calls, emails, memos, or reports.
• Maintain calendars, organize meetings, and arrange travel itineraries efficiently.
• Manage bookkeeping tasks including expense reports, credit card reconciliations, and controlling sensitive credentials and travel data.
• Facilitate successful meetings by preparing agendas, taking confidential minutes, and coordinating action follow-ups.
• Organize and maintain structured filing systems to archive relevant information.
• Draft correspondence, briefing materials, reports, and other documentation.
• Ensure effective administrative support is available to the Chief Development Officer and the development staff.
• Proactively take initiative to manage independent and recurring special projects.
• Coordinate office functions, streamline activities, and foster efficient operations.
• Promote strong team communication and cultivate a cooperative working environment.
• Support relationship building efforts throughout the organization.
• Occasional travel may be required.

Qualifications and Experience

• Between 2 to 3 years of experience providing high-level professional executive assistance.
• Preferred background includes business administration, accounting, real estate, contracts, legal affairs, or construction sectors.
• Outstanding written and verbal communication abilities.
• Strong organizational capabilities and attention to detail.
• Demonstrated ability to manage confidential information and meet tight deadlines.
• Capacity to multitask effectively in a fast-moving environment.
• Proficiency in Microsoft Excel, Word, PowerPoint, Outlook, and Microsoft Teams.
• Experience collaborating with executive leadership teams.
• Competency with additional software such as RealPage and Workfront is advantageous.
• Exemplary interpersonal skills, high integrity, and capacity to work independently and confidentially.
• Ability to balance multiple priorities flexibly and be a supportive team player.

Core Competencies

• Mission Alignment: Committed to upholding the organization's mission, vision, and standards.
• Respect & Inclusion: Appreciates diversity, values individual perspectives, and treats all persons fairly and with dignity.
• Integrity & Professionalism: Operates with honesty, credibility, and adaptability within assigned responsibilities.
• Policy Adherence: Understands and consistently follows organizational policies and procedures.
• Skillful Execution: Applies comprehensive knowledge and skills to deliver superior results.