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ID #
Title & description
Executive Assistant / Personal Assistant to CEO
#915 EA to CEO on peninsula
Salary Open to the right person
Relocation Not Applicable
Accommodations Not a live-in position
Location San Mateo, CA
Status Filled
Job Summary
Prometheus Real Estate Group Executive Assistant to CEO Non-exempt POSITION PURPOSE The Executive Assistant for the CEO is a highly skilled administrative professional who provides a wide range of support services and pro-actively oversees all day-to-day activities associated with assisting the professional and personal needs of a busy CEO. The ideal candidate must independently navigate and adeptly handle a variety of interpersonal interactions, and pro-actively anticipate and resolve the needs of the CEO and her Executive team while creating a supportive and smooth operational atmosphere around them. This position requires the ability to work in a fast-paced environment, and frequently be comfortable with change by being very flexible and possess outstanding problem solving and critical thinking skills. This position also requires sound judgement and attention to quality and detail; expert scheduling skills and strong organization of multiple calendars, electronic collaboration and document control. The role requires exceptional planning, prioritization and communication skills as well as capacity to act with utmost discretion. This position reports directly to the CEO and manages the executive’s business and personal matters seamlessly. The Executive Assistant role requires the highest level of service to the entire organization, and sets the example as to responsiveness, excellent service and help to others in the firm. ESSENTIAL FUNCTIONS AVERAGE % OF TIME 75% ? Scheduling and Organization Responsibilities – Primary responsibilities include: planning, monitoring, managing and heavy scheduling for meetings and appointments to ensure meetings are successfully calendared and planned at the direction of the CEO; conflicts and deadlines are anticipated and planned for so that calendar is as efficient as possible. Compose, format and/or type routine correspondence; Accurately files correspondence and other records physically and electronically; Reads and routes incoming mail/packages. Locates and attaches appropriate files to correspondence, if applicable; Answers telephone and gives information to callers or routes call to appropriate person; Conduct phone correspondence with Prometheans and other external contacts. Makes and sends pdf copies of correspondence or other printed matter; Prepares outgoing mail. Partners with department representatives to review and route inquiries; fielding them accordingly. 25% Other Responsibilities – Monitor/maintain meeting and travel schedules; Prepare invoices, obtain signature/approval and timely submit invoices to accounts payable for payment; Perform other functions and special projects, as assigned. Manage the activities, meetings and attendance of the CEO at the Annual MASTERS Conference and other off-site events, which require travel, several times per year. This position is often privy to confidential information and as such, requires diplomacy and discretion. REQUIRED QUALIFICATIONS, SKILLS, AND EXPERIENCE The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities: ? 5+ years’ related experience supporting executive C-level individuals and teams. ? High school diploma or general education degree (GED) required. Associate’s Degree preferred. ? Valid California Driver’s License and Proof of Insurance. ? Experience supporting heavy scheduling including travel. ? Superior calendar management skills, including the coordination of complex meeting management. ? Excellent verbal and written communication skills to produce drafts of talking points and outlines in support of executive communications. ? Demonstrated execution of meeting management and small to mid-size event management for office and organization. ? Must be able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram ? Ability to read, analyze and interpret complex documents. ? Effectively present information and respond to questions from groups of managers, clients, residents, and the general public. ? Computer proficient in Windows, MS Office, Word, Excel, Outlook, and the Internet. Ability to type 40+ wpm. ? Ability to interpret a variety of instructions furnished in written, oral diagram, or scheduled form. ? Ability to speak, communicate, read, write and understand the primary languages used in the workplace including, but not limited to, English in order to maintain safety in the workplace and serve internal and external customers. CULTURAL REQUIREMENTS ? Communicator: Open, articulate and pro-active in discussing issues and sharing information. A great listener. ? Team oriented: Enjoys working with other Prometheans to create great outcomes to both working and living environments. ? Entrepreneurial: Thrives in a fast-paced, changing environment and is excited by the chance to play a larger role. ? Passionate: Passionate about the business, people and performance. Is self-motivated and positive. ? Self-Starter: Able to take things and run with them. Strategically prioritizes multiple tasks in a pro-active manner. ? Creative: Able to see new opportunities not apparent to others. ? Principled: Is ethical; has the utmost integrity and is a positive example for others to emulate. Embraces our vision and mission. ? Brand Ambassador: Acts as an ambassador bringing “I AM HOME” to life. Creates unique Prometheus experiences for all neighbors, future neighbors, and fellow Prometheans. PHYSICAL DEMANDS ? While performing the duties of this job the employee is regularly required to use hands to handle or feel, to reach with arms, and to talk or hear. ? Most work tasks are performed indoors. Temperature is moderate and controlled by Prometheus Real Estate Group environmental systems. ? Must be able to sit at a desk for up to 8 hours per day. Walking and standing are occasionally required. Length of time of these tasks may vary from day to day and task to task. ? Requires standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity. The employee is occasionally required to climb or balance. Must be able to lift up to 50 lbs. occasionally. ? Talking and hearing occur continuously in the process of communicating with residents, supervisors and subordinates. ? Vision occurs continuously with the most common visual functions being those of near vision and depth perception. ? Ability to work primarily with fingers to pick, pinch, type and carry out substantial movements (motions) of the wrists and hands as well. ? Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.

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