Executive Assistant Job, Real Estate

Reporting to the Head of Global Real Estate, the Executive Assistant is responsible for providing administrative support primarily to the Head of Global Real Estate and will support the senior leadership team (SLT) within the department. 

You will support the strategic objectives of the senior leadership team and you will provide administrative support to enable the efficient and seamless operation of the department

What you will do:

• Liaise with internal and external parties to coordinate meetings, calls and conferences.  This involves interacting with C-Suite executives and their admins across partners, advisors and consultants across the real estate industry.

• Booking on-site meeting rooms and/or virtual meetings and greeting guests when applicable.

• Daily calendar management for the SLT, as required.

• Plan and book travel arrangements for the team, ensuring adherence to HOOPP’s travel policy.

• Prepare expense claims for the team and process other departmental expenses as required, ensuring accuracy and adherence to HOOPP’s expense policy.

• Assist in planning and organizing on-site and off-site team events, such as strategy sessions, team building lunches/events and social events

• Manage team industry association memberships, maintain files and confidential records

• Act as primary contact for HOOPP business continuity management (BCM) representative for the Real Estate team

• Assist in the creation and/or amendment to internal and external presentations and reports

• Collaborate with other Administrative Assistants in management of broader group, including potential processing of invoices and funding requests, legal document preparation and execution and onboarding preparation of new employees

What you bring: ​

• University or college education or equivalent

• 5 - 7 years administrative support experience in a corporate business environment

• 3 - 5 years’ experience working in a financial services environment.

• Strong verbal and written communication skills

• Attention to detail/accuracy, commitment to thoroughness and timeliness

• Proficiency in corporate software (MS Outlook, Word, Excel, PowerPoint, Visio, Adobe, SharePoint, MS Teams) and video conferences (Teams, Zoom, Webex)

• General research skills (beyond internet searching)

• Strong prioritizing and organizational abilities (demonstrated experience in multi-tasking and co-ordination, with an ability to manage multiple assignments, priorities and deadlines)

• Collaborative and a strong team player with "can do" attitude

• Resourceful, creative and solution-based approach to problem solving

• Sound professional judgement, and discretion in handling sensitive and confidential information

• Ability to work independently with minimal supervision