38.9873593, -77.0980339

Executive Assistant

Bethesda, MD

Reporting directly to the President and CEO, the Executive Assistant provides the President/CEO and other executive team members high-level administrative support.  Responsibilities include conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Key Responsibilities
  • Manages executive schedule and acts as liaison for executive team
  • Proactively prepares information and research for executive needs
  • Follows up with CEO and executive team regarding important tasks and deadlines
  • Attends meetings to maintain minutes
  • Prepares reports, presentations, and data, as well as maintaining files, records, and correspondence for meetings
  • Handles confidential information; organizes and maintains files
  • Collated and filling expenses
  • Manages a variety of special projects for the Executive Team, some of which may have organizational impact.
  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
  • Assists in coordinating the agenda of senior management team meetings
  • May help plan company events, meetings, and employee team building activities or special projects.
  • Plans/organizes and implements events such as meetings, business luncheons, or client dinners
  • Answering phone inquiries, directing calls, and providing basic company information
  • Comfortable performing clerical duties, taking memos, maintaining files, and organizing documents. Photocopying, faxing, collating, etc., as needed.
  • Arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
  • Trains, manages, and supervises lower-level assistants, clerical staff, and receptionists

Executive Assistant Skills

  • Comfortable in a fast-paced environment with multiple tasks and projects at hand
  • Able to organize and manage large amounts of files, tasks, schedules, and information
  • Self-directed and able to work without supervision
  • Energetic and eager to tackle new projects and ideas
  • Comfortable in both a leadership and team-player role, manages team members, leads assistant meetings, and supervises when needed
  • Answers phone inquiries, directs calls for executive team
  • Able to perform all clerical duties, taking memos, maintaining files and confidential information, organizing documents as needed.
Essential Qualifications
  • Bachelor’s degree in business administration or related field preferred
  • Three to five years’ prior experience in mid- to senior-level administration, business, management, or related field
  • Experience in the Commercial Real Estate industry preferred
  • IAAP Certified Administrative Professional (CAP) or professional certification in office management preferred
  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must
  • Excellent written and verbal communication skills
  • Able to concentrate on multiple problems/tasks at once
  • Excellent time management and prioritization skills
  • Valid driver’s license and safe driving record preferred