Executive Assistant

Executive AdministratorThis position is a full-time, in-person role in our New York City office. An Executive Administrator with Eastdil Secured Savills performs a broad variety of administrative tasks in a fast-paced work environment. This role provides administrative support to multiple transaction professionals and deal team members 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 FunctionsProvide high caliber administrative support to transaction professionals with complex needs, including travel, itineraries, agendas, and meeting calendarsWorks closely with transaction professionals to keep them well informed of upcoming commitments and responsibilities, following up appropriatelyActs as a "barometer": having a sense for the issues taking place in the environment and keeping the team updated as neededPlan, coordinate, and ensure meetings are scheduled, rescheduled, or prioritized based on business needsOwn "Gateway" role: communicating with broader team constantly to increase efficiencyEstablish and implement team scheduling best practices by leveraging ESS software and applicationsCompletes a broad variety of administrative tasks in addition to managing time and travel, including tracking expenses, completing & submitting expense reports within required deadlines, composing and preparing correspondence, processing charitable contribution requests, and managing client gifts and entertainment, in accordance with gift and entertainment policies and proceduresAssist in editing, formatting, and printing presentations and documents using PowerPoint, Word, Excel, and PDFCompletes occasional personal requests as needed (personal travel, errands, etc.)Successfully completes all aspects of deliverables with a proactive, hands-on, solutions-oriented approachProvide occasional back-up support to other Executive Assistants, including supporting the transaction process, and collaborating with support teams across multiple officesDeal AdministrationProvide executive deal administrative support as needed to transaction professionals and deal teamSupport transaction and deal team by managing and organizing internal databases, assisting with deal marketing process, ensuring timely distribution of marketing materials, performing data reporting using Eastdil Secured Savills proprietary applications, and coordinating with internal and external counsel as neededProactively manage end-to-end deal administration process, including coordinating closing dinners, arranging event related items such as promotional materials, wine distribution, etc.Event ManagementLead the planning and execution process for both small and large internal & external events on behalf of the team and supporting other events as needed (closing dinners, small happy-hours, golf outings, etc.) that require both short-term & long-term planning and strong project management skillsTrack key milestones, including budget, attendee management, risk management, as well as venue, transportation, and accommodation confirmationsProactively submit Gift & Entertainment approvals according to policyAct as onsite coordinator day-of to ensure seamless event deliverySome travel may be requiredEducation and QualificationsBachelor's degree, preferred7+ years of experience in a corporate environment working with senior-level executivesExperience, Skills and Competencies RequiredVery strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detailStrong interpersonal skills and the ability to build relationships across the broader team and the firmExpert level written and verbal communication skillsDemonstrated proactive approaches to problem-solving with strong decision-making capabilitySuperior level of emotional maturityHighly resourceful team-player, with the ability to also be extremely effective independentlyProven ability to exercise discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responseDemonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environmentForward looking thinker who actively seeks out opportunities and proposes solutionsExperience coordinating complex calendars & managing expenses for multiple team membersTech-savvy and excellent computer skills: proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft Teams, and ZoomiPhone required, as firm applications and tools are supported on Apple devices onlyConcur expense management and travel booking experience a plusOther DutiesPlease 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 Savills ("ESS") is an equal opportunity employer. All employment decisions are made without regard to any characteristic protected by applicable federal, state, or local law.

ESS will provide reasonable accommodations to applicants and candidates upon request, consistent with applicable law. Applicants who require an accommodation to participate in the application or interview process should contact 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.