Personal Assistant

Summary

The Personal Assistant provides high-level administrative support to the Chief Projects Officer ensuring efficient operations within BEYOND. This role involves managing schedules, facilitating communication, and supporting project coordination across multiple development sites and projects.

The Role

1. Assist the Chief Projects Officer, Projects Delivery team, and senior executives by providing high-level administrative support, including calendar management, travel arrangements, and meeting coordination.
2. Prepare reports, presentations, and documents as required.
3. Organize and manage the executive's schedule to ensure all meetings, appointments, and deadlines are met.
4. Communicate on behalf of the Chief Projects Officer by handling incoming and outgoing correspondence, including emails, phone calls, and memos.
5. Act as the main point of contact between executives, clients, partners, and internal teams.
6. Participate in the preparation and follow-up of client meetings, including creating agendas and tracking post-meeting action items.
7. Support project management teams in coordinating key real estate development initiatives, from site selection and permitting to construction and final delivery.
8. Monitor project timelines and deliverables, ensuring deadlines are met and stakeholders are kept informed of progress.
9. Implement and maintain office systems to ensure smooth day-to-day operations.
10. Oversee office supplies, vendor relationships, and other logistical needs to ensure efficient office function.
11. Coordinate with facilities management to maintain a well-maintained working environment.
12. Organize and coordinate meetings, conferences, and events, including venue selection, logistics, and scheduling.
13. Participate in hosting corporate events or client-related activities, including organizing site visits or property tours.
14. Handle sensitive and confidential information with discretion and care.
15. Ensure all activities comply with legal, regulatory, and company-specific requirements.
16. Maintain an up-to-date record of development team members across various sites, including contact information, roles, and responsibilities.
17. Distribute key documents, reports, and communications to the development teams on multiple sites.
18. Collaborate with site managers and supervisors to ensure team alignment and that all tasks are completed on schedule.
19. Facilitate communication and collaboration between teams working across different locations.

Competencies

• Minimum Required Education: Intermediate Institute / Bachelor Degree
• Experience in Specific industry/ Role/ Region: 8 - 10 Years of experience as an EA for Senior Management preferably in Real Estate industry