Executive Assistant - Newport Beach, CA

 

 

* National Apartment Association's Top Employer of 2023 - 2024 - 2025 * 

The Olympus Property Difference

Compassion plays a part in everything we do, in every interaction, at every level. Kind acts for our residents. Respect for our employees. Courtesy for our partners.

We pride ourselves on being #OlympusProud, and to us, culture is everything. Each of our team members contributes to continued success and is dedicated to ensuring we surpass every expectation so that we can commit to providing opportunities for growth, rewards, and recognition.

The Executive Assistant provides support to Olympus' Newport Beach office's leadership, and reports to the Principal of the organization.

Essential Functions:

• Serves as the executives’ eyes and ears, relieving the executive and his staff of administrative duties and ensuring
  the executive is on schedule and meets deadlines.
• Maintains executive’s calendar – serves at gatekeeper and reviews with executive on a weekly basis. Keeps the executive on track for appointments and deliverables.
• Answers phone calls and directs them appropriately. Records notes and messages for the executives.
• Serves as the office receptionist and administrator to include greeting visitors, answering phone, managing incoming and outgoing mail, filing and maintaining office cleanliness to include the kitchen. Manages office supplies and equipment maintenance.
• Schedules and arranges executive meetings. Prepares conference rooms for presentations and meetings. Creates and distributes meeting minutes for executive meetings.
• Makes travel arrangements for executives; provides detailed itinerary to travelers. Anticipates disruptions in travel details and takes initiative to ensure minimal inconvenience to executives.
• Picks up and delivers business-related correspondence in the immediate geographic area.
• Works with executives to create presentations/briefs and maintain spreadsheets for meetings and/or investors, brokers, company executives, etc. Organizes and maintains required documents for acquisitions, dispositions and marketing initiatives
• Assists C-Suite and Directors with various tasks as time permits.
• Assists in event planning for investor meetings and/or conferences, as well as office team outings and office socials.
• Maintains the calendar for the company plane and serves as the coordinator for all flights for the company's plane. Weekly updates to the pilots of the plane's schedule.
• Assists in event planning for investor meetings and/or conferences.
• Maintains the calendar and availability of the Principal's international rental property/properties.
• Performs as a liaison between the executive Principal and household staff as required.
• Assists Acquisitions and Operations departments with coordinating and booking for: due diligence trips, property takeovers.
• Schedules and arranges retreats for executives.
• Assists Principal with personal errands as required. Sound judgment and extreme confidentiality is required regarding screening calls and executing personal errands. Coordinates and assists with an assortment of jobs for Principal outside of the office which may include items requiring attention at his personal residence.

Skills/Education:

• Proven experience working as a personal assistant required.
• Basic data gathering and troubleshooting skills.
• Excellent verbal and written communication skills.
• Minimum of high school diploma or GED required. Bachelor’s Degree preferred.
• Strong ability to maintain confidentiality and manage confidential information.
• Strong phone contact handling skills and active listening skills.
• Strong customer service and social skills.
• Ability to multi-task, prioritize and manage time effectively. Highly organized
• Able to meet changing priorities and deadlines.
• Follows instructions clearly and accurately within a timely fashion.
• Able to balance multiple tasks simultaneously, including project administration, monitoring, and execution.
• Proficiency in MS Office products including Outlook, Word, Excel, and Power Point
• Proactive and enthusiastic about delivering positive results.
• Must either be a notary or be willing to acquire a notary bond (paid for by Olympus)

Benefits & Perks:

• Medical, Dental, & Vision Coverage
• Educational Assistance & Tuition Reimbursement*
• Pet Insurance
• 401(k) with Employer Matching*
• Short-term & Long-term Disability