Simone Development Companies is seeking an Executive Assistant to support the owner and founder of the organization. The Executive Assistant should be skilled in managing schedules, coordinating meetings, handling confidential information, and streamlining operations to enhance efficiency. The ideal candidate will be self-motivated, organized and an independent thinker.
Job Responsibilities:- Heavy Outlook calendar responsibility, including booking complex meetings and appointments, coordinating travel time, and quickly adapting to changing schedules
- Ability to screen incoming calls, voicemails, and coordinate multiple conference calls
- Arrange domestic and international travel, as neededCRM tracking for meetings, relationships, and contacts
- Draft, edit and proofread documents, including cover letters, memos, and emails
- Interface with lobbyists
- Handle all incoming and outgoing mail and other correspondences
- Liaise will all members of the staff including Department Heads to help coordinate ongoing responsibilities and anticipate business needs
- Handle all incoming documents for Owners’ signature from all departments
Coordinate all personal and corporate charity responsibilities and board of director responsibilities.
Maintain Owners’ filing system
Complete expense reports
Reconcile credit card bills and receipts
Obtain special permits, as needed
Track dates related to unique family matters
Maintain records for company vehicles and EZ Passes, obtain insurance ID cards for vehicles, and provide necessary information to dealership when a new vehicle is purchased.
Assist in the planning of charity and special events in coordination with the Marketing Director
Assist the Marketing Director in meeting deadlines and communications relating to the planning of charity and special events
Liaise between outside PR firms and the internal accounting department in the planning of charity and special events
Coordinate the sending of holiday gifts and cards
Carry out various miscellaneous tasks, both business and personal.
This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
Formal Education
Bachelor's Degree preferred
Experience 7 -10 years experience required
Additional Comments on Knowledge, Education, and Experience
Minimum of a Bachelor’s Degree or equivalent experience required.
Ten to fifteen years of experience as an Executive Assistant; preferably supporting ownership in commercial real estate development, legal or finance.
Proficiency with Microsoft 365.Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Excellent organizational skill; able to multitask.
Focused and detail oriented.
Ability to conduct online research and complete inline purchases.
Ability to work independently and use good judgement.
Additional Comments on Working Environment
Ability to perform routine office tasks that includes operating a computer for long periods of time, sitting, filing and communicating on the phone
Must be able to sit at a desk for long periods of time, lift, carry, push, pull a maximum of 30 lbs.
It is the policy of Simone Development (SIMDEV) to provide equal employment opportunities to all qualified individuals without regard to race, color, creed, religion, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity or expression (including transgender status), age, marital status, familial status, citizenship status, disability or genetic information or handicap or status as a Vietnam-era or special disabled veteran in accordance with all applicable federal, state and local laws.Recruiters need not reach out. The organization is sourcing candidates directly at this time.
