AddressPlease apply to our opening to support our CEO as the Executive Assistant if you have 5+ year of direct executive support for a C-Suite executive OR industry knowledge/background (real estate, mortgage, banking or comparable) with transferrable skills in project management, high level customer service and strong organizational skills. This position will also support our President of Mortgage operations with administrative tasks (travel arrangements, credit card reconciliation, and additional tasks) on a need be basis.
Position Overview:We are seeking a highly organized, professional, and proactive individual to join our team as an Executive Assistant to support Howard “Hoby” Hanna, the CEO of Howard Hanna Real Estate. As the Executive Assistant, you will play a critical role in ensuring the smooth functioning of the CEO’s office by providing comprehensive administrative and executive support. This position requires exceptional attention to detail, excellent communication skills, and the ability to handle confidential information with the utmost discretion.
Responsibilities:
- Proactively manage the CEO’s calendar, schedule appointments, and coordinate meetings, ensuring optimal use of time and prioritization of commitments.
- Prepare and organize materials for meetings, conferences, and presentations, including researching and gathering relevant information.
- Attend meetings with the CEO, take notes, and distribute meeting minutes as necessary.
- Handle all incoming and outgoing communications on behalf of the CEO, including phone calls, emails, and mail, and respond or redirect as appropriate.
- Draft, edit, and proofread correspondence, memos, reports, and other documents to ensure accuracy and professionalism.
- Coordinate travel arrangements, including flights, accommodations, and transportation, for both domestic and international trips.
- Prepare expense reports and manage reimbursement processes for the CEO.
- Conduct research and compile data on various business-related topics to support decision-making and strategic initiatives.
- Assist in the preparation and coordination of Board of Directors meetings, including assembling materials and ensuring timely distribution.
- Maintain confidential files and records, exercising discretion and confidentiality at all time.
- Collaborate with other members of the executive team and departments to facilitate effective communication and coordinate of tasks.
- Handle special projects and assignments as directed by the CEO, demonstrating flexibility and adaptability.
Qualifications:
- Bachelor’s degree in business administration, communications or a related field is preferred.
- Proven experience as an Executive Assistant or in a similar role, preferably supporting C-level executives.
- Strong organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.
- Excellent written and verbal communication skills, with exceptional attention to detail.
- Proficient in using office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint), email, and calendar management software.
- Ability to maintain strict confidentiality and handle sensitive information with discretion.
- Demonstrated problem- solving skills and the ability to anticipate needs and provide proactive support.
- Strong Interpersonal skills with the ability to interact with individuals at all levels, both internally and externally.
- Professional demeanor and the ability to represent the CEO and the organization in a polished and professional manner.
- Flexibility to work outside regular business hours and be available for urgent matters, as needed.
Joining our team as an Executive Assistant to the CEO offers an exciting opportunity to contribute to the success of a leading real estate company. If you are a self- motivated, detail orientation with a passion for administration support we encourage you to apply for this position!
Qualified candidates please send resumes to: katiewolensky@howardhanna.com
HowardHanna.com
Howard Hanna affiliates and assigns are committed to providing equal employment opportunity to all employees and applicants for employment regardless of such factors as race, color, religion, sex, national origin, age, veteran's status or disability. The Company abides by all local, state and federal laws and regulations affecting the hiring of employees.
