Executive Assistant (1 Year Contract)

Job Title

Executive Assistant (1 year contract)

Summary

Responsible for providing support to executive or senior management or fee-earner(s) as needed in an efficient and effective manner. Executive Administrator will work with the Director of Operations, Managing Principal and Executive fee-earner(s) within the market to provide support and assist in strategic initiatives.

Key responsibilities

Administration and Office Support

• Ensure company policies are followed
• Coordinate training programs for salespersons and employees with appropriate responsible groups
• Compose draft correspondence for review by manager(s)
• Assist and support the Office Manager and/or Director of Market Operations with the development of forecasts and operations plan as needed
• Ensure that education, credentials and licensing of staff is current
• Develop and update administrative systems to make them more efficient
• Maintain working files on behalf of the Brokerage Asset Class
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
• Arrange and schedule meetings, including coordinating conference calls, video conferencing, room bookings, preparing meeting materials, arranging catering, etc.
• Prepare, collect and maintain information for the preparation of confidential reports, proposals, and other materials
• Anticipate manager(s) and business needs and undertake necessary actions to produce effective results on time
• Evaluate and document innovative service delivery options and share insights across markets

Managing Principal / Director of Operations Support

• Manage signature requests and database for MP execution
• Act as a point of contact between MP/Director and internal or external parties
• Answer and screen all incoming calls/emails and relay messages.
• Collect expense reimbursement documents, such as receipts, and other information.
• Draft, review and send communications on behalf of the business
• Assist in planning and coordinating complex travel arrangements for executive(s)
• Maintain and organize MP calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Schedule and organize complex calendar activities such as meetings, agendas, luncheon arrangements, travel plans and department activities; work around scheduling conflicts and takes on responsibility for keeping manager(s) on schedule

Track Opportunities, Listings, and Deal-Related Expenses

• Check for any conflicts/duplicates in opportunity ownership and escalate to Director of Market Operations, as needed
• Track expense budgets for all deals and escalate to Director of Market Operations, as needed
• Maintain and update CRM system per guidelines with new opportunities by working with fee-earners and Project Coordinators
• Update CRM upon closing of deals
• Maintain tracking of expenses related to deals, using Commissions Accounting and CRM Systems
• Work with Project Coordinator to collect necessary documentation and deliver to Commissions Accounting

Management of Social Media

• Identifying and interpreting social media trends
• Sourcing timely content
• Support local market brand awareness and engagement by leveraging various social media platforms including YouTube, Twitter, LinkedIn, etc.
• Liaising with local talent for thought leadership
• Manage frequency and timeliness of content
• Promoting local thought leadership and achievements

Event Management

• Liaising with vendors as necessary
• Scouting locations for events
• Creating event budget and gaining approval from Operations Manager and other relevant parties
• Coordinating all activities associated with each event
• Managing attendee and vendor lists
• Support or manage local internal and external events as required. Activities include, but are not limited to:
• Contract Review and negotiation and adhering to event budget, including vendor negotiations and oversight
• Engaging graphic design for creative event materials

Reporting relationship

Role Will Report To The Following

• Direct report to Director of Operations with a dotted line to 2 Managing Directors

Metrics

Role Will Be Evaluated On The Following

• Turnaround time
• Professionalism
• Efficiency and dependability
• Customer service and people skills
• Positive attitude
• Desk and phone coverage
• Organization

Background And Experience

Demonstrated experience should include:

• High school diploma or GED
• Front desk and/or office experience
• 5-7+ years of experience
• Executive level professional support experience a plus

Competencies

• Ability to plan, organize and manage processes
• Exposure to executive communications
• Proven ability in conflict resolution
• Exposure to project and process management
• Familiarity with Commercial Real Estate Industry and Real Estate Knowledge is a plus
• Excellent Microsoft Office Suite skills
• Knowledge of HR practices and office administrative duties
• Advanced time management skills
• Excellent written, oral, and presentation skills

Cushman & Wakefield is committed to equity in employment and our goal is to have a diverse, inclusive, and barrier-free workplace. If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to [email protected]. Please refer to the job title and job location when you contact us.

Cushman & Wakefield is committed to equity in employment and our goal is to have a diverse, inclusive, and barrier-free workplace. If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to [email protected]. Please refer to the job title and job location when you contact us.Cushman & Wakefield s’engage à respecter l’équité en matière d’emploi. Notre objectif est d’offrir un milieu de travail diversifié, inclusif et exempt d’obstacles. Si vous êtes une personne handicapée et que vous avez besoin de recevoir l’offre d’emploi dans un autre format ou d’accéder à toute autre mesure d’adaptation au cours du processus d’embauche, veuillez soumettre votre demande par courriel à [email protected]. Veuillez mentionner le titre de poste et le lieu de travail au moment de communiquer avec nous.