What are the responsibilities and job description for the Executive Personal Assistant position at Search Services?
ABOUT OUR CLIENT
Our Client is a commercial real estate organization known for its dynamic leadership and fast-paced, high-performance environment. The company values precision, discretion, and operational excellence, and supports senior leadership with trusted professionals who thrive behind the scenes.
ABOUT THE ROLE
The Executive Personal Assistant will provide high-level administrative and personal support to the CEO, ensuring seamless day-to-day operations across both professional and personal responsibilities. This role is ideal for a highly organized, proactive professional who anticipates needs, exercises sound judgment, and handles sensitive matters with absolute discretion.
RESPONSIBILITIES
- Provide comprehensive personal and executive administrative support to the CEO
- Manage billing, personal finances, and expense tracking for the CEO and family members
- Oversee payment schedules and coordination for household staff
- Coordinate meetings, appointments, complex travel arrangements, and conference calls
- Prepare agendas, briefing materials, and follow-up action items for meetings
- Take meeting minutes and ensure timely follow-through on deliverables
- Liaise with internal and external stakeholders including clients, vendors, and board members
- Screen, prioritize, and respond to incoming calls and emails on behalf of the CEO
- Draft, edit, and proofread correspondence, reports, and presentations
- Maintain highly organized electronic and paper filing systems
- Monitor daily AMEX activity for the CEO and staff, ensuring proper limits, payments, and receipt collection
- Prepare monthly reconciliation reports for both company and personal expenses
- Coordinate with the Office Manager to manage office supplies and vendor relationships
- Ensure the CEO’s office environment remains organized, efficient, and fully functional
QUALIFICATIONS
- Bachelor’s degree in Business Administration, Communications, or a related field preferred
- Minimum of five years of experience in an executive assistant or similar senior administrative role
- Experience managing complex schedules, logistics, and competing priorities
- Strong organizational and time management skills with exceptional attention to detail
- Excellent written and verbal communication skills
- High level of discretion, professionalism, and confidentiality
- Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
- Ability to multitask, prioritize effectively, and work independently with minimal supervision
- Strong interpersonal skills and a polished professional demeanor
PREFERRED QUALIFICATIONS
- Additional training or experience as an Accounting Assistant or Administrative Assistant
- Prior experience supporting a C-level executive in a fast-paced environment