Executive Assistant

Summary & Objectives

The Executive Assistant (EA) is a pivotal role contributing to the overall success of Coastline Equity, a premier real estate advisory firm specializing in asset stewardship and property management.

We are seeking a dynamic professional with excellent verbal and written communication skills, the ability to write and speak clearly, and a passion for solving complex problems.

The EA provides comprehensive support to the CEO, handling a wide range of administrative and executive support-related tasks.

This role offers significant room for advancement for the ideal candidate.

Essential Functions

1. Foster a positive, professional, and customer-centric attitude, representing the company with coworkers, tenants, clients, and the public across all communication channels.

2. Manage the CEO's calendar, schedule appointments, meetings, and travel arrangements.

3. Coordinate with internal and external stakeholders on behalf of the CEO.

4. Organize and maintain files, documents, and confidential information.

5. Draft, proofread, and prepare correspondence, reports, and presentations, ensuring they are free of typos and grammatical mistakes.

6. Manage, sort, and distribute incoming correspondence, determining importance, summarizing contents, and distributing to appropriate staff.

7. Assist with personal tasks and errands as needed for the CEO.

8. Provide general administrative support to the CEO.

9. Collaborate with the Office Manager to handle expense management, ordering, and restocking office supplies.

10. Review, upload, and manage various reports, including purchase orders, invoices, work orders, and timesheets.

11. Handle inbound telephone calls and coordinate responses to voicemails and emails for the CEO.

12. Develop and maintain organized filing systems, both physical and electronic.

13. Perform all other office tasks as assigned, constantly striving for improvements in work processes and results.

14. Maintain complete and accurate property files and records, providing prompt, detailed, and accurate general status reports on all properties, tenants, and vendors as requested.

15. Utilize various technology, software, and communication styles to review tasks and perform promptly. The EA must demonstrate a strong understanding of Microsoft Office and a willingness to learn Teams Phones, HubSpot, and ADP.

16. Deliver quality customer service to tenants, prospective tenants, clients, and the general public.

17. Establish and maintain collaborative working relationships between departments, with co-workers, and particularly with other project team members.

18. Treat everyone with respect and dignity, accept responsibility, take ownership of tasks, follow through on commitments, and maintain confidentiality.

Competencies

1. Technical Capacity : Strong Microsoft Office knowledge.

2. Communication Proficiency (written & verbal).

3. Results Driven.

4. Initiative.

Work Environment

This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear. This position will include a standard office environment.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities, and activities may change at any time with or without notice.

Travel

This position requires a reliable form of transportation, a valid driver’s license, and the ability to travel up to two hours from home.

Our main offices are in Gardena, LA.