Executive Assistant

Job Description – Executive Assistant

Fraser Forbes Real Estate Services is looking for an ambitious, unflappable, and proactive administrative professional to help take the region’s premiere land advisory and brokerage firm to new heights. Ideal candidates will bring experience, a love of process, the ability to juggle multiple tasks and personalities, and strong emotional intelligence to the position. Candidates MUST love a challenge; this is not for the faint of heart. The team is extremely high-achieving and in an extremely competitive, sales-driven industry cannot afford to slow down.

If interested, please provide your resume, at least three references (including from either your current job or most recent place of employment), and a cover letter detailing at least three ways in which you would be able to assist Fraser Forbes immediately and three longer-term goals you may have.

REPORTS TO: CEO and President of Fraser Forbes

WORKS WITH: CEO, President, and Director of Project Management

JOB FUNCTIONS:

• CALENDAR MANAGEMENT – Support the CEO and President in Scheduling for Meetings, Events, Outreach, and Tasks (professional and personal)
• EMAIL MANAGEMENT – Support the CEO and President in monitoring emails and communications as a failsafe so nothing “slips thru the cracks”
• TASK MANAGEMENT – Support the CEO and President in tracking tasks to be done, deferred or delegated
• MEETING PREPARATION – Support the entire team in proactively setting agendas and assembling materials for meetings, both internal and external
• PROJECT MANAGEMENT SUPPORT – Support the Director of Project Management in tracking and reporting project status and making data entry updates when necessary (various systems, primarily Salesforce and Monday.com)
• EXTERNAL COMMUNICATION – Act as “front line” communication with external contact
• SOCIAL MEDIA MANAGEMENT – Work with deal teams to ensure timely and frequent updates to company website, LinkedIn, and Eblasts via MailChimp system
• OFFICE MANAGEMENT – Work with entire team in Office Management capacity; scope and tasks will vary
• DOCUMENT MANAGEMENT – Support the entire team with documents, folders, and archives (both physical and electronic)

KEY ATTRIBUTES OF A SUCCESSFUL CANDIDATE

• UNFLAPPABLE – The workplace can be intense, and the stakes are often very high; cannot take things personally; “water off a duck’s back”
• CHEERFUL/EXTROVERTED – Extremely high level of face-to-face interaction with entire team; those who are glum or withdrawn will be overwhelmed
• HIGH EMOTIONAL INTELLIGENCE – Dealing with people every moment of every day will require nuance and understanding; must be able to understand content vs context
• SENSE OF URGENCY/PROACTIVITY & A JUGGLER– Cannot sit on one’s hands; every item/task needs to be attacked. The entire team is very understanding of ignorance but not of lack of effort or passivity
• PROCESS DRIVEN – The team has tremendous people and product, but the process is often lagging behind; need someone who loves process
• LOVES A CHALLENGE – A booming and highly competitive industry and a team that expects excellence of themselves; a strong candidate must also share that drive and desire to grow and become better day by day
• SEASONED AND LOYAL – Needs to have a track record of success and loyalty to the mission; while an established firm, small size and nature of the industry requires an entrepreneurial spirit and total commitment to the team’s mission; ideally experienced in small-to-medium-sized workplace and real estate experience not necessary but a plus