Executive Assistant - Boston, United States - Eastdil Secured

Eastdil Secured Boston, United States

1 week ago

Accounting / Finance

Description

Eastdil Secured is the largest independent commercial real estate investment bank in the world, by volume, with nearly $3 trillion in completed transactions over the past 15 years. We uniquely combine commercial real estate and capital markets expertise to provide clients with advisory services and investment strategies for all major markets, transaction types, and asset classes. As a privately held firm with significant employee investment, we thrive on our intelligence-driven team, state-of-the-art technology, and collaboration across 21 offices and 3 continents. Our collective experience, expertise, and resources provide us with the ability to successfully execute the world's most impactful transactions in the capital markets.

This position is a full-time, in-person, role in our Boston office. An Executive Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides administrative support to multiple senior level executives. Teamwork is integral to this role and the ability to work well with all levels of internal team members as well as outside clients and vendors is required.

Essential Functions & Day-to-Day Responsibilities

Provide administrative support to Managing Director(s) and deal team with complex needs, including a high volume of travel, itineraries and agendas and an extremely complex calendar of meetings
Works closely with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer", having a sense for the issues taking place in the environment and keeping the executives updated as needed
Plan, coordinate and ensure meetings are scheduled, rescheduled, or prioritized based on business needs
Provides "Gateway" role, communicating with broader team constantly to increase efficiency. Establish and implement team scheduling best practices for Managing Director(s) and deal team by leveraging ES software and applications.
Completes a broad variety of administrative tasks in addition to managing time and travel, including completing expense reports, composing, and preparing correspondence, processing charitable contribution requests, and managing client gifts and entertainment where group co-heads are leads, in accordance with gift and entertainment policies and procedures
Leads the planning and execution process for small local events led by Managing Director(s) and deal team (closing dinners, small happy hours, golf outings, etc.)
Completes personal requests as needed (personal travel, errands, etc.)
Successfully completes all aspects of deliverables with a proactive, hands-on, solutions-oriented approach
Provide occasional back-up support to other Executive Assistants, including supporting the transaction process
Collaborate with business operations teams across multiple offices

Office Management

Support Facilities Manager (off-site) to ensure that Boston office is operating smoothly
Conduct inventory assessment and complete weekly office supply and snack orders
Maintain basic office equipment, resolving office-related malfunctions and responding to requests or issues
Assist with food orders, luncheon planning, and planning of other business-related meetings and events as requested
Manage logistics for in-office new hire onboarding (set up desks, phones, computers, etc.)

Deal Administration

Provide executive deal administrative support as needed to Managing Director(s) and deal team
Support Managing Director(s) and deal team by managing and organizing internal database, assisting with deal marketing process, ensuring timely distribution of marketing materials, performing data reporting using Eastdil Secured proprietary applications, and coordinating with internal and external counsel as needed
Proactively manage end-to-end deal administration process, including coordinating closing dinners, arranging event related items such promotional materials, wine distribution, etc.

Education and Qualifications

Bachelor's Degree, preferred
5+ years of experience in a corporate environment working with senior-level executives

Experience, Skills and Competencies Required

Very strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships across the broader team and the firm
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Emotional maturity
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to exercise 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
Experience coordinating complex calendars & managing expenses for multiple team members
Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom.
Apple device required for remote connectivity
Concur expense management and travel booking experience a plus
Occasionally move and transport boxes up to 25 pounds

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Eastdil Secured will not sponsor visas for this position. Candidates must be able to work in the United States on a permanent basis.

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