Executive Assistant/Project Coordinator

Description

 At Gillespie Group, we’re making big moves in the real estate industry to grow communities and strengthen relationships. We are looking for a Project Management Assistant who would like to be part of a growing entrepreneurial organization and put their passion for organization, scheduling, and project management to work. 

Reports To: Vice President of Development 

Supervises: No direct reports

Compensation: Hourly/Non-Exempt

Gillespie Group requires background and drug screening as a condition of employment. A valid driving license, reliable transportation, and current automobile insurance are required.  The position requires individuals to furnish their own vehicle to fulfill all the job’s functions.

CORE VALUES:

• Positive Team Player

• Creative Solution Oriented

• Industrious

• Knowledgeable

• Trustworthy

RESPONSIBILITIES & PROJECTS:

• Liaison with customers to define project requirements, scopes, and objectives.  

• Provide continual updates to team and client on project status and milestones achieved!

• Ensure all aspects of a project are organized and all team members, internal and external, understand timing and deliverables requirements.  

• Schedule and organize meetings, prepare agendas, document discussions and decisions.

• Responding to emails and document requests on behalf of executives

• Help identify and address project issues and obstacles and facilitate solutions with the project team.

• Professionally represent both the executive and the company with external stakeholders (written, verbal, in person)

• Manage sensitive matters with a high level of confidentiality.

• Run errands for the company as requested, including personal errands at times.

• Prepare expense reports.

• Provide administrative support to Executives, such as mailing documents for prompt delivery, saving documents in the company file structure, and flagging documents for signature.

PREFERRED ATTRIBUTES:

• Project Organization/Collaboration –track the progress of multiple projects and keep the Executive apprised of bottlenecks/issues.

• Adaptability and flexibility to manage multiple projects and changing priorities

• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.

• Detail orientated and strong follow up skills

• Excellent verbal and written communicator - able to interact with people of all levels in a confident, professional manner.

• Demonstrate ability and temperament to work with sensitive information.

• Team player - have team-oriented experience and approach.

• Service focus - dedicated to meeting the Executives' expectations by maintaining effective relationships with interested parties.

• Ability to think outside of the box with a sense of urgency.

• Excited about real estate development and urban renewal

Requirements

QUALIFICATIONS:

· Bachelor's degree or 3-5 years relevant experience preferred.

· Advanced skillset in Microsoft Office suite (specifically Outlook, MS Teams, Word, Excel, PowerPoint)

· Experience in managing multiple priorities, administrative coordination, and logistics.

· Flexible hours as dictated by the needs of business for projects and meetings.

Minimum Physical Expectations:

· Physical activity that often requires keyboarding, sitting, phone work and/or filing

· Physical activity that often requires extensive time working on a computer

· Physical activity that often requires lifting under 25 lbs.

· Physical activity that sometimes requires travel by car

· Physical activity that sometimes requires bending, stooping, reaching climbing, kneeling and/or twisting

· Specific vision abilities required include close vision, depth perception, and the ability to adjust and focus.  Must hear and speak well enough to conduct business over the telephone or face to face (in English) for extended periods of time.

Minimum Environmental Expectations:

· This position will require working indoors. 

· This is an In Person role and will report to the office for work