Executive Assistant / Project Coordinator
NEWMARK

Job Info

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JOB DESCRIPTION

Dynamic, growing Commercial Real Company in New York, NY is seeking an experienced Executive Assistant to provide high-level support for one of our executive leaders. If you're looking for a challenging and rewarding role, we want to hear from you!

RESPONSIBILITIES

The ideal candidate should have a minimum of 5+ years of experience as an Executive Assistant and demonstrate a high level of professionalism, both in person and on the phone. Key responsibilities include:

• Calendar Management: Handle heavy calendar management using Microsoft Outlook, with the flexibility to accommodate last-minute schedule changes and urgent meeting requests
• Call Screening: Manage a high volume of telephone calls from both internal and external sources.
• Meeting Coordination: Organize meetings, prepare agendas, order meals, and arrange meeting rooms and invitations.
• Travel Management: Coordinate frequent and often last-minute travel arrangements, including flights, accommodations, and transportation, ensuring seamless itineraries for executives.
• Proficiency in Microsoft Office: Advanced skills in Excel, PowerPoint, Word, and Outlook are required for creating presentations, managing spreadsheets, and coordinating agendas.
• Project Management: Take ownership of special assignments and projects, conducting research and developing solutions with minimal supervision.
• Track Action Items: Monitor executive deliverables and proactively schedule time to address them.
• Email Mgmt & Correspondence: Manage and prioritize email correspondence. Ability to compose business correspondence and format documents with attention to detail.
• Multitasking & Confidentiality: Handle multiple tasks simultaneously and maintain strict confidentiality with sensitive materials.
• High Energy & Deadline-Driven: Meet deadlines in a fast-paced, high-pressure environment with excellent organizational skills.
• Adaptability: Be flexible in managing priorities for multiple executives and maintain a positive, solution-oriented attitude.

Requirements:

• Education: BA or BS degree required.
• Professionalism: Ability to interact professionally with all levels of employees.
• Technical Skills: Proficient in MS Office products, including Word, Excel, PowerPoint, Teams and CoPilot. Ideal candidate is tech-focused, seeking opportunities to learn and apply the latest advances and programs to improve efficiencies.
• Organizational Skills: Strong organizational skills and attention to detail are essential for success in this role.
• Flexibility: Willingness to work extended hours when needed. Limited travel may be required.
• In-Office Role: Please note this is an in-office position.

QUALIFICATIONS

Requirements:

• BA or BS degree
• Ability to interface professionally with all levels of employees.
• Proficient in MS Office products, including Word, Excel, PowerPoint, and Outlook.
• Exceptional organizational skills are necessary to succeed in this position.
• Must be flexible and able to work extended hours.
• Please note this is a required in-office position.

Qualified candidates must have strong communication, written, and verbal skills. Strong attention to detail, exceptional follow-thru skills, and the ability to work in a fast-paced environment are a must!

We offer a competitive salary and benefits such as medical, dental, vision, 401k, and paid holidays. To be considered for this opportunity,

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