Executive Assistant to the CEO (Real Estate)

Nautical Staffing is looking for an experienced, organized, and detail-oriented Executive/Admin Assistant for our US-based client in the real estate and property management industry.

**Qualifications:**
- Prior experience as an executive assistant to the CEO/C-level executive is strictly required
- Experience in the US real estate and property management industry is required
- Proficiency in various software, such as Google Workspace, Microsoft Office, project management tools, etc.
- Must have strong communication, time management, and organizational skills
- Proactive, with sense of accountability, and able to work independently
- Ability to handle confidential information with integrity and professionalism
- Must be willing to work part-time during US Pacific business hours

**Key Responsibilities:**

Scheduling and Calendar Management:
- Coordinate and manage the CEO’s daily schedule, including meetings, appointments, and travel arrangements.
- Ensure all calendar entries are up-to-date and conflicts are minimized.
- Remind the CEO of important tasks and deadlines.


Email Management:
- Monitor, organize, and prioritize the CEO's email inbox.
- Draft, respond to, and follow up on email s as directed by the CEO.
- Filter and manage incoming correspondence to ensure urgent matters are addressed promptly.

Meeting Coordination:
- Arrange meetings, including preparing agendas, sending out invitations, and organizing related documents.
- Coordinate with internal and external stakeholders to confir m me eting times and locations.
- Take meeting minutes and distribute them to participants as required.

Document Management:
- Organize and maintain digital filing systems, ensuring all documents are easily accessible.
- Prepare and edit reports, presentations, and other documents as needed.
- Handle confidential information with the highest level of discretion.

Communication Liaison:
- Act as the point of contact between the CEO and internal/external parties.
- Manage and direct communications to the appropriate tea m me mbers when necessary.

Task and Project Management:
- Assist the CEO in managing ongoing projects, tracking progress, and ensuring deadlines are met.
- Create and maintain task lists, prioritizing tasks based on urgency and importance.

Travel Arrangements:
- Research and book flights, accommodations, and transportation for the CEO’s business trips.
- Prepare travel itineraries and ensure all travel-related documents are organized.

General Administrative Support:
- Perform data entry, manage spreadsheets, and update company records as needed.
- Handle personal tasks for the CEO as requested.

**Instructions:**
1) Send a link to your updated CV (include it in the body of your message)
2) Explain your executive assistant experience in 1 paragraph
3) Use this as your subject: "Polaris - Executive Assistant to the CEO"