Job Summary:
We are seeking a highly organized, proactive, and versatile Personal Assistant to support a real estate development executive in managing daily operations, both in the office and in the field. The ideal candidate will excel at multitasking, problem-solving, and maintaining confidentiality while managing a wide range of administrative, operational, and project-related tasks.
Key Responsibilities:
Administrative Support:
• Manage the executive’s calendar, schedule appointments, and coordinate meetings.
• Screen and handle incoming calls, emails, and correspondence.
• Prepare, review, and distribute reports, presentations, and documentation.
• Organize and maintain files, records, and project documents.
• Assist with expense tracking, budget management, and invoice processing.
Project Coordination:
• Act as a liaison between the executive and subcontractors, vendors, and clients.
• Coordinate project timelines, follow up on deliverables, and track milestones.
• Support project managers in compiling schedules, updates, and on-site requirements.
• Conduct field visits to assess project progress and gather updates as needed.
Field Support:
• Attend site visits with the executive to monitor progress and relay updates.
• Coordinate deliveries, inspections, and on-site logistics.
• Ensure tools, materials, and documents are available and organized for field visits.
• Take notes and photographs during site walkthroughs to document changes or concerns.
Personal Support:
• Assist with personal errands and tasks as required to allow the executive to focus on work priorities.
• Maintain a clear understanding of priorities to anticipate needs effectively.
Qualifications:
• Proven experience as a personal assistant, project coordinator, or similar role, preferably in construction or real estate development is a plus.
• Strong organizational and multitasking skills, with attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in office software (e.g., Microsoft Office Suite)
• Familiarity with construction processes, terminology, and documentation is not required but is a plus
• Valid driver’s license and reliable transportation for field visits.
Personal Attributes:
• Proactive, resourceful, and able to work independently.
• Comfortable managing a dynamic workload and adapting to shifting priorities.
• Professional demeanor with a high degree of discretion and confidentiality.
• Strong interpersonal skills and the ability to foster positive relationships.
Work Environment:
• Split time between office and field locations, with occasional extended hours to meet deadlines.
• May require physical activity, such as walking construction sites or carrying light materials.
Competitive Salary
This role is an excellent opportunity for someone who thrives in a fast-paced environment and is passionate about contributing to the success of a growing construction development firm.
