Job Description
Job DescriptionSalary: $80,000
Overview
Eastdil Secured is the global real estate investment bank that uniquely combines commercial real estate and capital markets expertise. We provide truly independent advice with the mission to drive value for our clients through creative, actionable ideas and flawless execution. Our knowledge-driven team is comprised of remarkable people who are seamlessly connected across all levels and geographies, merging experience, expertise, and resources to deliver the best strategies from around the globe. With a focus on serving our clients, we thrive on collaboration to execute the worlds most dynamic transactions.
At Eastdil Secured, we seek individuals who have the expertise, integrity and dedication needed to drive meaningful impact for our clients. We hire and advance based on merit and actively engage talent with diverse backgrounds and perspectives, fostering a culture of creativity and innovation throughout our company.
This position is a full-time, in-person, role in our Santa Monica, CA office. An Executive Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides administrative support to multiple transaction professionals as well as back-up support to the broader team and office. Teamwork is integral to this role and the ability to work well with all levels of internal team members as well as outside clients and vendors is required.
Essential Functions & Day-to-Day Responsibilities
- Provideadministrativesupporttotransactionprofessionalswithcomplexneeds,includingtravel,itinerariesandagendasandmeetingcalendars
- Works closely with transaction professionals to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Actsasabarometer:havingasensefortheissuestakingplaceintheenvironmentandkeepingtheteamupdatedasneeded
- Plan,coordinate,andensuremeetingsarescheduled,rescheduled,orprioritizedbasedonbusinessneeds
- OwnGatewayrole:communicatingwithbroaderteamconstantlytoincreaseefficiency.EstablishandimplementteamschedulingbestpracticesbyleveragingESsoftwareandapplications.
- Completesabroadvarietyofadministrativetasksinadditiontomanagingtimeandtravel,includingtrackingexpenses,completing&submittingexpensereportswithinrequireddeadlines,composing,andpreparingcorrespondence,processingcharitablecontributionrequests,andmanagingclientgiftsandentertainment,inaccordancewithgiftandentertainmentpoliciesandprocedures
- Assistinediting,formatting,andprintingpresentationsanddocumentsusingPowerPoint,Word,ExcelandPDF
- Completespersonalrequestsasneeded(personaltravel,errands,etc.)
- Successfullycompletesallaspectsofdeliverableswithaproactive,hands-on,solutions-orientedapproach
- Provide occasional back-up support to other Executive Assistants, including supporting the transaction process, and collaborate with support teams across multiple offices
Deal Administration
- Provideexecutivedealadministrativesupportasneededtotransactionprofessionalsanddealteam
- Supporttransactionanddealteambymanagingandorganizinginternaldatabase,assistingwithdealmarketingprocess,ensuringtimelydistributionofmarketingmaterials,performingdatareportingusingEastdilSecuredproprietaryapplications,andcoordinatingwithinternalandexternalcounselasneeded
- Proactively manage end-to-end deal administration process, including coordinating closing dinners, arranging event related items such promotional materials, wine distribution, etc.
Event Management
- Orchestrateseveralannualconferences,internal&externalevents,andoccasionaldinnersthatrequirebothshort-term&long-termplanningandstrongprojectmanagementskills
- Leadstheplanningandexecutionprocessforsmalllocaleventsonbehalfoftheteamandsupportingothereventsasneeded(closingdinners,smallhappyhours,golfoutings,etc.)
- Trackkeymilestones,includingbudget,attendeemanagement,riskmanagement,aswellasvenue,transportation,andaccommodationconfirmation
- Actasonsitecoordinatorday-oftoensureseamlesseventdelivery
- Some travel may be required
Education and Qualifications
- BachelorsDegree,preferred
- 5+ years of experience in a corporate environment working with senior-level executives
Experience, Skills and Competencies Required
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Stronginterpersonalskillsandtheabilitytobuildrelationshipsacrossthebroaderteamandthefirm
- Expertlevelwrittenandverbalcommunicationskills
- Demonstratedproactiveapproachestoproblem-solvingwithstrongdecision-makingcapability
- Emotionalmaturity
- Highlyresourcefulteam-player,withtheabilitytoalsobeextremelyeffectiveindependently
- Provenabilitytoexercisediscretion,beadaptabletovariouscompetingdemands,anddemonstratethehighestlevelofcustomer/clientserviceandresponse
- Demonstratedabilitytoachievehighperformancegoalsandmeetdeadlinesinafast-pacedenvironment
- Forwardlookingthinker,whoactivelyseeksopportunitiesandproposessolutions
- Experiencecoordinatingcomplexcalendars&managingexpensesformultipleteammembers
- Tech savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom.
- Appledevicerequiredforremoteconnectivity
- Concur expense management and travel booking experience a plus
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Eastdil Secured will not sponsor visas for these positions and will not hire individuals whose work eligibility is based on, for example, F-1 or other student visa status. In addition, not only must candidates be able to work in the United States without sponsorship when hired, they must maintain the ability to work in the U.S. without sponsorship throughout their employment.