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Executive Administrator

Eastdil Secured

Eastdil Secured

New York, NY, USA
Posted on Monday, May 27, 2024

Eastdil Secured is the largest independent commercial real estate investment bank in the world, by volume, with nearly $3 trillion in completed transactions over the past 15 years. We uniquely combine commercial real estate and capital markets expertise to provide clients with advisory services and investment strategies for all major markets, transaction types, and asset classes. As a privately held firm with significant employee investment, we thrive on our intelligence-driven team, state-of-the-art technology, and collaboration across 21 offices and 3 continents. Our collective experience, expertise, and resources provide us with the ability to successfully execute the world’s most impactful transactions in the capital markets.

This position is a full-time, in-person, role in our New York office. An Executive Administrator with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides complex and extensive administrative support to senior level executives as well as support to a broader deal team. 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

  • Provide administrative support to Managing Director(s) and deal team with complex needs, including a high volume of travel, itineraries, agendas, and an extremely complex calendar of meetings
  • Work closely with Managing Director(s) and deal team to keep them well informed of upcoming commitments and responsibilities, following up appropriately
  • Act as a “barometer”: having a sense for the issues taking place in the environment and keeping the executives updated as needed
  • Plan, coordinate, and ensure meetings are scheduled, rescheduled, or prioritized based on business needs
  • Establish and implement team scheduling best practices for Managing Director(s) and broader deal team by leveraging ES software and applications.
  • Carry out a broad variety of administrative tasks in addition to managing time and travel, including completing expense reports, composing, and preparing correspondence, processing charitable contribution requests, and managing client gifts and entertainment where Managing Director(s) and/or deal team is lead, in accordance with gift and entertainment policies and procedures
  • Successfully complete all aspects of deliverables with a proactive, hands-on, solutions-oriented approach
  • Provide “Gatekeeper” role, while proactively managing schedules to drive communication and collaboration across teams and offices
  • Act as occasional back-up support to other Executive Assistants, including supporting the transaction process
  • Collaborate with business operations teams across multiple offices
  • Complete personal requests as needed (personal travel, errands, etc.)

Event and Conference Management

  • Lead the planning and execution process for small local events led by Managing Director or deal team members (closing dinners, small happy hours, golf outings, etc.)
  • Orchestrate complex internal and external events, conferences, and dinners that require long-term planning and strong project management skills

Deal Administration

  • Provide executive deal administrative support as needed to Managing Director(s) and deal team
  • Support Managing Director(s) and deal team by managing and organizing internal database, assisting with deal marketing process, ensuring timely distribution of marketing materials, performing data reporting using Eastdil Secured proprietary applications, and coordinating with internal and external counsel as needed
  • Support Managing Director(s) and deal team on marketing processes by managing internal database that tracks investor engagement and communication, ensuring timely access to online data room containing marketing materials, performing data reporting using Eastdil Secured proprietary applications, and managing non-disclosure (NDA) documentation
  • Specific to NDA processing, spearhead document collection and organization, and interface with potential investors, internal counsel and investor’s counsel, as appropriate. Use best judgement on when to escalate issues to the broader team deal to resolve issues
  • Proactively manage end-to-end deal administration process, including coordinating closing dinners, arranging client events ranging in size from 20 to 150 guests, assist in creation of event related promotional materials, wine distribution, gift bags etc.

Education and Qualifications

  • Bachelor’s Degree, preferred
  • 7+ years of experience in a corporate environment working with senior-level executives

Experience, Skills, and Competencies Required

  • Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom.
  • Very strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • High level emotional intelligence and interpersonal skills with the ability to build relationships across the broader team and firm
  • Expert-level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Proven ability to exercise discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responsiveness
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Highly resourceful team-player and forward-looking thinker, who actively seeks opportunities and proposes solutions
  • Experience coordinating complex calendars & managing expenses for multiple team members
  • Apple device required for remote connectivity
  • 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.