Executive Assistant

Executive Assistant

1. SUMMARY

TRU Development is seeking a dynamic and collaborative individual to fill the position of Executive Assistant. The ideal candidate is professional, meticulous, and initiative taking with experience in task management, schedule management, investor relationships, travel arrangements, management of CEO’s email including concise email communication, document and contract management.

1. ROLES & RESPONSIBILITIES

• Task Management
  
  
  
  • Work closely with the CEO on managing business and personal tasks
  
  
  • Ensure fully executed copies of important company or personal related documents are saved in company shared drive
  
  
  • Contracts include, but are not limited to, consultants, letters of intent, purchase sale agreements, contractors, tenant improvements, property management agreements, etc.
  
  
  • Maintain meeting minutes and follow up task tracking for the CEO
  
  
  • Support Operations team in managing subscription agreements, as needed
  
  
  • Work closely with the Operations team to ensure all CEO tasks are coordinated with other departments
  
  
  • Support operations in coordinating with legal to provide escrow amendments as needed
  
  
  • Support operations in saving of all documents related to transactions to the company shared drive
  
  
  
  


• Schedule Management
  
  
  
  • Daily management and coordination of CEO’s calendar
  
  
  • Performing one and two week look ahead into the CEO’s calendar to avoid conflicts
  
  
  • Support operations in managing timeline for deliverables upon execution of a Purchase Agreement or other documents that may impact the CEO’s schedule
  
  
  • Confirm all in office and out of office appointments
  
  
  • Coordinate directions within CEO’s calendar for efficiencies
  
  
  
  


• Investor Relations
  
  
  
  • Monthly or as needed reporting on project activities to both private and institutional Investors, this will be coordinated with Operations
  
  
  • Provide direct correspondence and responses in a professional manner to investors
  
  
  • Coordinate travel arrangements for investors, as needed
  
  
  • Coordination with Alexandra on accounting updates to investors, this will be coordinated with Operations
  
  
  • Correspondence, response, and overall investor relations management, this will be coordinated with Operations
  
  
  
  


• Travel Arrangements
  
  
  
  • Coordinating all travel plans for both personal travel and business travel, including family members. This will include, but not limited to vehicle, flight, hotel or similar
  
  
  • Confirming travel prior to the event to ensure no unexpected travel plans have taken place
  
  
  • Ensuring that complete travel details are contained within the calendar and travel event
  
  
  • Coordinating check in, travel app details and other forms of digital travel services
  
  
  • Being available after hours for check in purposes or travel plan adjustments
  
  
  
  


• E-mail Management
  
  
  
  • Support CEO in daily management of all email correspondence
  
  
  • Create system of communication with CEO on email response processes
  
  
  • Establish system of file saving information/files received within CEO’s email with Team Members
  
  
  • Active input on processes to find efficiencies within this area
  
  
  • Supporting CEO in responding to email correspondence, this correspondence must have an emphasis on correct grammar, meticulous detail and accurate data is an essential function of this area of e-mail management
  
  
  
  


• Office Management
  
  
  
  • Daily office opening and closing tasks, identified within the EA Handbook
  
  
  • Maintaining and updating project list, phone lists, contact list, vendor list, password list
  
  
  • Office supply ordering
  
  
  • Anticipating office conflicts
  
  
  • Social Media coordinating, updating
  
  
  • Website coordination with TRU website consultant
  
  
  • IT coordination with TRU IT preferred vendor
  
  
  • Vendor and delivery coordination for office supplies
  
  
  • Watering plants
  
  
  • Light cleaning duties as needed
  
  
  • Daily checking of mail and coordinating of express or overnight mailing
  
  
  • Printer/copier management
  
  
  • Office contract document management
  
  
  
  


• Miscellaneous
  
  
  
  • Team support as needed throughout project lifespan, this will be coordinated with all team members. Communication and collaboration are main points of emphasis in these areas
  
  
  • Managing event coordination, both in office, out of office and project related events (B-day parties, company milestones, project groundbreaking…)