High growth commercial real estate firm is hiring an experienced Executive Assistant / Project Coordinator to support the Regional Head of Office for the San Diego location.  Competitive compensation plus OT and bonus. Excellent benefits and company culture.  Must have stellar communication, presence, and accustomed to a fast paced work environment.

Essential Duties and Responsibilities:

• Provide support to Executive Management on mission-critical projects and assignments.
• Proactively manage project-related issues, including but not limited to coordination of resources, gathering of information, troubleshooting and addressing difficulties, and ensure that the project is progressing.
• Demonstrate a proactive focus on meeting project requirements in a timely and cost effective manner.
• Participate in meetings and calls, including taking meeting minutes, tracking and delegating action items, and coordinating meeting logistics and agendas.
• Prepare briefing and presentation materials and documents pertaining to various project-related needs, including researching and compiling information, and updating and maintaining spreadsheets.
• Provide prompt follow through on issues, proactively communicate information to internal Executive Management to ensure smooth business operations.
• Collaborate and work with other team members on projects, as needed.
• Perform administrative duties to Executive Management, including meeting and event planning and arrangements, preparation of reports and presentations, copying, binding, faxing and creating spreadsheets.
• Interact with individuals at all levels, internal and external, including but not limited to executives, board members, and key stakeholders.
• Perform and assist in a variety of support duties including running special errands, filing, scanning, expense reports, calendar management, and conference call scheduling.
• Report on progress of projects to Executive Management.
• Maintain the highest level of communication and confidentiality.
• Interact with individuals at all levels, internal and external, including but not limited to executives, board members, and key stakeholders.
• Ordering and maintaining inventory of all office supplies, printers, and office snacks/beverages.
• Manage and distributing all mail/packages daily and coordinating all outgoing mail needs including preparing FedEx packages.
• Act as emergency administrator for the office, including maintenance of the defibrillator agreements, emergency backpacks, monthly emergency checklists and maintaining resource forms.
• Coordinating all catering needs, ordering food for lunches, meetings, birthdays, etc.
• Manage and contribute to special projects, as assigned.

Qualifications and Experience:

• Bachelor’s Degree, strongly preferred.
• Thorough knowledge of all general office practices, protocols and procedures required.
• Superb organizational skills with excellent attention to detail, and must be able to maintain a high level of accuracy and work diligently.
• Must be able to multi-task and work well under pressure.
• Must possess a sense of urgency, be highly proficient and organized in scheduling and maintaining calendars.
• Must possess very strong interpersonal skills and the ability to build relationships with individuals at all levels.
• Be able to anticipate needs, work in a fast paced environment.
• Willing to work as part of a team and support the office as needed.
• Highly proficient in Microsoft Office including but not limited to: Word, Excel, PowerPoint and Outlook. Keynote, a plus.
• Exceptional verbal and written communication and people skills.
• Must be able to interact with individuals at all levels.
• Must be flexible, ability to work overtime, as needed.