Executive Assistant / Scheduler to the CEO

Artemis Real Estate Partners, co-founded in 2009 by Deborah Harmon and Penny Pritzker, is a best-in-class real estate investment management firm seeking a Scheduler/Executive Assistant to the CEO. It is an excellent opportunity for a self-starter with outstanding organizational, communication, and interpersonal skills to work with a dynamic leader of a fast-paced, cutting-edge firm. Candidate must enjoy providing high-level, confidential support to the CEO of the firm.

SUMMARY

The primary role of the Executive Assistant and Scheduler to the CEO (EA/SCH) is to manage all logistical, administrative, and operational details for the CEO. Collaborate with the Chief of Staff and the CEO’s office to execute tasks and create both personal and professional schedules.

RESPONSIBILITIES

Scheduling and Logistics

• Maintain CEO’s master schedule by scheduling calls, appointments, and meetings.
• Proactively “own” all logistics for meetings and events by prioritizing conflicting needs under tight deadlines, updating constantly changing calendars and communicating last minute changes to manager(s) and attendees.
• In partnership with the Chief of Staff and Special Assistant, ensure CEO is prepared for meetings, events, and other obligations by compiling reports, notes, and general information from previous meetings and other relevant sources as needed. Ensure any advance materials are delivered to attendees.
• Autonomously manage the CEO daily for timely meeting attendance.
• Book complex and frequently changing personal and professional travel plans directly with commercial and private airlines, hotels, and car services.
• Maintain relationships with existing service providers and vendors.
• Compile expense reports in Concur.
• Run personal errands as needed. Including dropping work materials at CEO’s home (short drive or walk from office).

Executive Operations

• In partnership with team, coordinate post-meeting follow-up; create systems to track priorities and execution.
• Manage CEO documents in soft-/hard-copy; organize and maintain shared drive.
• Maintain digital records of meetings, contacts, etc.
  • Contribute to and execute the CEO’s relationship management strategy.
• Complete internal compliance procedures in advance of established deadlines.
• In coordination with the Chief of Staff, create additional systems, processes, and tools that increase the CEO’s impact and speed.

Correspondence and Relationship Management

• Review and analyze email requests and inquiries with the CEO and respond as appropriate.
• Answer calls, communicate messages, and coordinate correspondence in a timely manner.
• Handle confidential and non-routine information with extreme confidentiality, discretion, and sensitivity.

This position also involves completing additional tasks and special projects as needed.

REQUIRED EDUCATION AND EXPERIENCE

• Prior related administrative experience supporting a CEO and/or C-suite executives in a corporate setting.
• Experience with Concur preferred but not required.
• Advanced experience using the Microsoft Office suite for a wide range of purposes.

ADDITIONAL QUALIFICATIONS

• Preferred experience supporting a CEO
• Outstanding verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Proven experience successfully managing complex calendars and travel itineraries, including modifying schedules on a frequent basis in a professional and efficient manner.
• Proven ability to work effectively in a fast-paced environment by multitasking, balancing priorities, meeting deadlines, anticipating issues/problems, and performing with a high level of accuracy and attention to detail.
• Demonstrated team player with the ability to build and maintain strong working relationships.
• Consistent work ethic and a dedication to following tasks through to completion.
• Strong problem-solving capabilities with a focus on creativity and the ability to implement process improvements.
• Experience exercising independent judgment and discretion, and the ability to perform work autonomously with little direct supervision.
• Prior experience supporting multiple executives remotely is a plus.
• Flexibility and adaptability to various changing working conditions based on priorities, with a willingness and ability to work extended hours as requested.

Supervisory Responsibility:

This position has no direct supervisory responsibilities.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Position Type/Expected Hours of Work:

This is a full-time, exempt position requiring a minimum of 45+ hours per week during standard business hours. Additional work outside of standard business hours is also required. Employees are typically in the office from Monday through Thursdays and can work from home on Fridays depending on office needs.

Travel:

None

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.

COMPENSATION AND BENEFITS

• Salary is commensurate with experience
• Annual bonus potential
• Company-sponsored medical, dental, vision, life, and disability insurance
• 401k plan with employer contribution

ABOUT ARTEMIS REP

Artemis Real Estate Partners was co-founded by Deborah Harmon and Penny Pritzker in 2009 and is headquartered in the Washington, D.C. metropolitan area. Artemis is a real estate investment management firm that seeks to invest with best-in-class local operating partners, both established and emerging, in U.S. commercial real estate including multifamily, office, industrial, retail, and senior housing, and across opportunistic, value add, and enhanced core strategies. Artemis has raised over $10.0 billion of investor capital across five vehicles.

Additional information can be found on our website: www.artemisrep.com

Artemis REP is an Equal Opportunity Employer.