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Executive Assistant

Location | Chevy Chase, MD

The Executive Assistant (EA) supports two executive positions, NewPoint’s President and NewPoint’s COO. The EA serves as the primary contact for managing business scheduling and vetting, triaging, and prioritizing competing requests for both the President’s and the COO’s time from internal and external parties. The EA will conduct the management of each of their respective offices with maximum efficiency to optimize their time and focus on key priorities.

The EA must be extremely poised, professional, exceptionally organized, and courteous in the role of the President’s and the COO’s gatekeeper to ensure all parties seeking their attention feel their requests are understood and are properly sequenced and scheduled.


Duties + Responsibilities

  • Executes a broad variety of administrative tasks to ensure the respective Executive is managing their time to maximum efficiency, including managing active and dynamically changing calendar of daily and weekly appointments. Plans, coordinates, and ensures both the President’s and the COO’s schedules are adhered to and respected. Ensures both are on time for continual series of meetings.
  • Coordinates all travel arrangements along with hotel, travel itineraries, expense reports, and business materials and agendas.
  • Prepares each day’s schedule with required agendas for meetings and required research, documents, financials, and other information necessary to ensure each Executive’s fully prepared for each meeting. Follows up with meeting attendees for ownership on next steps and holds appropriate parties accountable for delivering required materials on time.
  • Works with other operations staff, including HR, Marketing, etc., as needed to obtain information or follow through on requests.
  • Communicates directly with staff on matters related to the Executive’s requests.
  • Screens incoming calls, determining whether it requires the attention of the Executive or can be delegated.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive, including those of a time sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Maintains confidentiality of each Executive’s correspondence, files, and other documents.
  • Provides clear and direct communication between the Executive’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
  • Coordinates with other EA’s on execution of internal and external business events including venue, menu, flowers, etc.
  • Partners closely and effectively with the Executives to keep them informed of developing matters and project progress, upcoming commitments, and responsibilities. Maintains continual communication with the President and the COO to adjust to schedule changes or new requests.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks as assigned.
  • Proactively problem solves and develops back up plans to ensure lack of disruption in the Executive’s productivity and daily goals.
  • Meets with each of the Executives in the morning to review the day’s needs and at the end of the day to ensure next day is well organized.

Qualifications

  • Bachelor’s degree or equivalent combination of education and/or experience required.
  • Seven-plus years of experience supporting multiple senior business leaders required.
  • Experience in real estate preferred.
  • Special events management a plus.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
  • Flexibility on schedule with the ability to stay past traditional hours as needed.

NewPoint Real Estate Capital LLC (and its subsidiaries) is an Equal Employment Opportunity employer and considers all applicants for employment without regard to race, color, religion, ethnicity, creed, sex, age, national origin, citizenship status, disability, medical condition, pregnancy, marital status, partnership status, sexual orientation, status regarding public assistance, military or veteran status, domestic violence victim status, gender identity and expression, genetic information, status as unemployed, political affiliation, or any other characteristic protected by federal, state or local law.

NewPoint Real Estate Capital LLC (and its subsidiaries) also complies with the Americans with Disabilities Act and applicable state and local laws with regard to providing a reasonable accommodation for qualified individuals with a disability.
 

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