Job Description
WHO WE ARE:
NOVIQ is one of the fastest growing hospitality and real estate development companies in the world. With $250 million of real estate under master-lease and management, and locations in several major US cities, NOVIQ has created a brand and reputation second to none.
NOVIQ purchases and develops residential and commercial property, ranging from 250 SF studios, to 125,000 SF apartment buildings, and provides guaranteed income for our partners. NOVIQ also master-leases and manages entire buildings, or individual units, then fully designs and outfits these spaces.
NOVIQ is a vertically integrated company, as has an operations team with in-house legal, accounting, finance, technology, marketing, maintenance, hospitality, and human resource capabilities.
WHO YOU ARE:
Our ideal Executive Assistant is a rock-star multi-tasker, dedicated to the company’s success, that will act as the “glue”.
The ideal candidate will hustle relentlessly, be energetic, enthusiastic and willing to roll-up their sleeves in a start-up environment. A strategic thinker with sound business judgment and a proven ability to be proactive at all levels is essential for this role. Each day presents a new set of duties and experiences, making it essential to adapt quickly and go with the flow.
This role will have a high amount of visibility and will work cross-functionally throughout the company. This position works directly for the CEO, and COO along with the executive leadership team to support company growth and run the day-to-day operations more effectively at NOVIQ. You will make an immediate impact on productivity, streamlining strategic initiatives, overseeing communication objectives, managing key projects, driving both the strategic vision and project execution. You will be entrusted with a vast amount of responsibility on company-critical initiatives. You will be the right hand of the CEO and COO to help execute all major company priorities. Responsibilities range from tasks as small as organizing the office, to as large as helping facilitate multi-million dollar, deals alongside the CEO.
WHAT YOU WILL DO:
Essential Requirements, Duties and Responsibilities include the following (Other duties may be assigned):
ADMIN & OFFICE:
-Manage and support workload for the CEO and COO, ensuring appropriate steps taken to meet deadlines
-Preparing and composing letters/ memos/ emails, graphs, charts, studies, presentations, and miscellaneous reports as requested
-Scheduling meetings, distribute and open mail/ packages, obtain signatures, data-entry, and responding to emails and voicemails
-Managing the Executive’s calendars including appointments and establishing agendas and well as managing travel itineraries
-Prepare and execute all executive materials and presentations, including support for investor relations and raising capital
-Prepare and maintain all records, correspondences, and files
-Manage contacts for Executive, proactively understanding who they are, which have priority and keep track of communication
-Join business-related calls, take thorough notes, and participate in next steps and action items
-Maintain corporate records in an organized manner
-Order and maintain office supplies
-Help facilitate and manage company projects (i.e. office events, office holiday party, golf tournament, etc.)
-Oversee strategic business initiatives, from development through successful execution under the guidance of senior leadership
-Improve current processes and coordinate organizational procedures for optimized efficiency and productivity
-Define new operational strategies, working with the CEO and executives on special projects
-Conduct market research and analysis with an eye towards growth and expansion
-Create manuals for existing and future SOP’s
-Maintain relationship database on CRM
-Complete expense reports and maintain accurate expense filing system
-Coordinate tax and accounting information with CPA
-Create Marketing materials, Real Estate listings, Company Manuals, Various Digital Media Materials
-Prepare and Manage Annual Budget and Monthly Financial Reporting including Income and Expense Statement, Account Payable Report, Receipts and Disbursement Reports, Balance Sheet, Bank Balances, Bank Reconciliations
-Research market rental rates and advertise vacant properties via MLS, Loopnet, Zillow, and the various online platforms
-Manage construction projects including remodels of apartment units
-Arrange and negotiate all contracts and bids for maintenance
-Maintain all necessary licenses and permits
-Draft Memos on behalf of principals
-Maintain both electronic and hard copy files for principals
-Write offers, counters, listing contracts for Founder/ Broker
-Establish and maintain relationships with landlords, vendors, tenants, contractors, etc.
-Manage personal appointments, meetings, reservations and errands
IN THE FIELD:
-Attend meetings on behalf of the CEO and act as a representative when required
-Lead, drive and execute on various events, socials, offsite meetings, etc.
-Regularly oversee, maintain, visit and inspect all properties, and arrange for repairs and ensure work is done properly
-Assist with administrative and real estate related office work such as answering phones, setting up appointments, attending photo shoots, hold open house events, organize open house signs, adding and editing new listings on various real estate sites, preparing homes for sale
-Coordinate ongoing repairs and maintenance with insured vendors to comply with laws/ regulations and expectations of principals
-Various other errands and tasks
WHAT YOU HAVE DONE: Requirements
-Residential Real Estate experience is a requirement. Real Estate License is preferred
-Very high attention to detail/ clear and thorough communication
-Strong ability to prioritize tasks on a day-to-day basis
-Coachable and willing to receive feedback with a growth mindset
-Enthusiastic and positive attitude
-Ability to work in a fast-paced, demanding environment and thrive under pressure
-Proficient in G Suite (Docs, Sheets, Cal), MS Office programs (Word, Excel, PPT), CAR forms, MLS, DocuSign, Asana, CRM, Slack, and other real estate platforms
-Experience and/or ability to learn new technology software and applications, such as Illustrator and Photoshop
-Ability to maintain high confidentiality
-Bachelor’s Degree
-A minimum of 3 years of executive administrative experience within a fast paced, corporate environment
-Exceptional organizational, problem-solving, and interpersonal skills
-Excellent time management skills and ability to meet deadlines while multi-tasking
-Ability to work independently with minimal supervision
-Must be able to read, write and speak fluent English
-Excellent written and verbal communication skills
-Strong understanding reputation management (Yelp, Apt Ratings) Social Media, YouTube, and Google+
-Must have own transportation
-Legal right to work in the US
NOT REQUIRED, BUT PREFERRED:
California Real Estate Sales License is a plus
Real Estate Property Management Experience is a plus
Highly proficient in QuickBooks
Knowledge of The MLS, Zip Forms, and DocuSign
Familiar with photography and photo retouching
Excellent written and verbal communications skills. Proactive with ability to anticipate executive needs and ensure thorough follow-up. Ability to assess priorities and maintain composure and diplomacy at all times.
Significant level of discretion due to exposure to confidential information. Must be adaptable and flexible to an ever-changing environment. Strong MS Outlook and MS Office skills (PowerPoint, Word and Excel) and Google Suite
NOVIQ is an equal opportunity employer
NOVIQ is committed to being an employer of choice, not just a good place to work, but a great and inclusive place to work. To that end, we strive to recruit and maintain a workforce that meaningfully represents the diverse and culturally rich communities that we serve.
Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disabled status or, genetic information. We will consider for employment all qualified applicants.