Job Description

Overview

Eastdil Secured is the global real estate investment bank that uniquely combines commercial real estate and capital markets expertise. We provide truly independent advice with the mission to drive value for our clients through creative, actionable ideas and flawless execution. Our knowledge-driven team is comprised of remarkable people who are seamlessly connected across all levels and geographies, merging experience, expertise, and resources to deliver the best strategies from around the globe. With a focus on serving our clients, we thrive on collaboration to execute the world’s most dynamic transactions.

At Eastdil Secured, we seek individuals who have the expertise, integrity and dedication needed to drive meaningful impact for our clients. We hire and advance based on merit and actively engage talent with diverse backgrounds and perspectives, fostering a culture of creativity and innovation throughout our company.

This position is a full-time, in-person, role in our Charlotte, NC office. An Executive Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides office and administrative support to multiple IT and Project Management professionals, as well as back-up administrative support to the broader Charlotte office. 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 IT and Project Management 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 IT and Project Management 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
• 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

Front Desk & Office Management Responsibilities

• Greet and welcome guests to the office, managing check-in procedures and directing visitors to the appropriate personnel.
• Manage shared meeting room calendars and coordinate front-desk activities to ensure smooth operations.
• Answer, screen, and forward incoming phone calls to the office while providing basic information when needed.
• Support Facilities Manager (off-site) to ensure that the Charlotte office is operating smoothly by maintaining an organized office environment keeping the reception area, kitchen, and other common areas tidy and presentable.
• Responsible for stocking of office hospitality supplies and other essentials to ensure a welcoming environment for staff and visitors.
• Manage office shipments and mail (sending, receiving, distributing).
• Learn to operate the Video Teleconferencing (VTC) system to assist with meetings, leveraging the technology department for more complex needs.
• Conduct inventory assessment and complete weekly office supply, grocery, and snack orders
• Maintain basic office equipment, resolving office-related malfunctions and responding to requests or issues
• Manage weekly food orders, luncheon planning, and planning of other business-related meetings and events as requested
• Oversee logistics for in-office new hire onboarding (set up desks, phones, computers, etc.)
• Assist with internal and external event coordination as necessary, including early morning set up for quarterly board meetings.
• Liaise with various teams (e.g., Administrative, Office Coordinators, Facilities, Production, Technology) to support the needs of the office and apply basic operational procedures.
• Work with facilities and tech teams to help resolve any related issues.
• Responsible for I9 verification during onboarding of new employees in office.
• Some off-hour availability (overtime) required.

Education and Qualifications

• Bachelor’s Degree, preferred
• 5+ years of experience in a corporate environment working with senior-level executives and managing front desk/office responsibilities

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 these positions and will not hire individuals whose work eligibility is based on, for example, F-1 or other student visa status. In addition, not only must candidates be able to work in the United States without sponsorship when hired, they must maintain the ability to work in the U.S. without sponsorship throughout their employment.

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