Job Description

Description SUMMARY We are seeking a dynamic and highly organized Executive Assistant to directly support the Chief Executive Officer (CEO). The individual in this role will serve as the hub of the organization, ensuring smooth operations, efficient coordination among team members, and alignment with the CEO's vision. This position provides a unique opportunity for a hands-on contributor with strong problem-solving capabilities and a proactive mindset to thrive in a fast-paced, multifaceted environment. RESPONSIBILITIES + Operational Coordination: Assist the CEO in overseeing company operations, including scheduling, maintenance coordination, and managing activities with contractors and handymen. + Strategic Support: Track, understand, and organize key dates, commitments, business unit milestones, and complex project timelines to ensure timely execution. + Administrative Organization: Filing, scanning, and managing CEO emails and documentation, ensuring accurate organization and less than 500 emails in the inbox at any time. + Meeting Management: Facilitate meetings, including scheduling, preparation, and note-taking. Run weekly Work Order Status and staff meetings. + Internal and External Communication: Serve as the communication liaison for the CEO, reflecting the company's mission and the CEO's vision in all correspondences. May require technical or industry knowledge. + Team Leadership: Rally the team, ensuring alignment, morale, and proactive collaboration between owners, leasing managers, site managers, and bookkeepers. + Project Research and Support: Research technical and non-technical topics to identify solutions, and assist with project activities and progress monitoring. + Event Coordination: Handle catering, travel arrangements, and event planning logistics. Provide support during company events when needed. + Emergency Accountability: Be available for resolving emergencies after hours or on weekends, including occasional property visits within San Mateo County. + Tenant and Contractor Management: Foster proactive communication and resolve issues both professionally and expediently. + Maintain Property Ware Accounts: Regularly review contractor ledgers and accounts within the Property Ware application. + Optimize SOPs: Learn and execute existing operational procedures while proactively developing new standard operating procedures (SOPs) to improve efficiency WORKING CONDITIONS This role requires the ability to travel within San Mateo County for site visits and emergencies. Candidates must be comfortable with occasional after-hours or weekend availability to support urgent matters. Requirements REQUIREMENTS + College degree or equivalent. + Proficiency in Microsoft Office 365 (intermediate-level Excel, Word, PowerPoint, Outlook), Adobe Acrobat, DocuSign, Mailchimp, and other productivity tools. + Ability to quickly learn and navigate new software and apps. + Self-driven, proactive, flexible, and resourceful under stress. + Highly organized with exceptional ability to multitask and adapt. + Excellent oral and written communication skills with a passion for customer service. + 3-5+ years minimum experience in customer service and/or assistant roles; experience in real estate, construction, or finance industries a strong plus. + Willingness to travel locally and perform hands-on assistance as needed. + Discretion and tact when handling sensitive information. EXPECTED PERFORMANCE METRICS + High level of efficiency, confidentiality, and timeliness in task execution. + Organized email management with less than 500 emails in the CEO's inbox at any time. + Timely fulfillment of CEO's deliverables and organized documentation. + Proactive issue resolution with tenants and contractors, exceeding client satisfaction TalentMatch® Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles. Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ( and get 1-tap apply, notifications of AI-matched jobs, and much more. All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information. © 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .

Job Tags

Permanent employment, Contract work, Temporary work, For contractors, Immediate start, Flexible hours,

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