Executive Administrative Assistant

Overview

Fort Partners is an international, privately held real estate and hospitality development firm, led by entrepreneur Nadim Ashi.

Mr. Ashi’s core vision for the Fort Partners brand is one of permanence and solidity, understated elegance, sophisticated design, and impeccable, unparalleled service. Conscious of the importance of historic preservation, innovation, architecture, design, sustainability and the environment, Fort Partners is committed to the purposeful integration of all aspects that ultimately manifest in an orchestrated balance, providing spaces that enhance the well-being and lifestyle of their inhabitants.

Through careful collaborations and thoughtful partnerships, Fort Partners creates lasting relationships with other like-minded companies, whose visions align with the Fort Partners dream. As a result, Fort Partners offers the highest standards of quality and service, along with acclaimed international design talent, to a market that is ready for world-class real estate and hospitality.

Description

This position is a full-time, in-person, role in our New York City office. An Executive Assistant with Fort Partners performs a broad variety of administrative tasks in a fast-paced work environment. This role provides administrative support to the Deputy CEO as well as other senior-level employees in the New York City 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.

Responsibilities

• Provide administrative support to the Deputy CEO and senior team members in the New York City office with complex needs, including a high volume of travel, itineraries and agendas and an extremely complex calendar of meetings

• Oversee the Deputy CEO's email inbox by monitoring and organizing incoming messages, sorting and prioritizing emails based on urgency and importance, coordinating responses with the Deputy CEO when necessary, and maintaining updated contact lists

• Take ownership of the Deputy CEO’s calendar with responsibilities including extensive scheduling, coordinating complex and dynamic calendars, resolving scheduling conflicts, and optimizing time allocation based on business priorities, exercising sound judgment in prioritizing the Deputy CEO's commitments

• Manage the Deputy CEO’s domestic and international travel arrangements, handling flights, accommodations, and ground transportation logistics

• Provide support on special projects and business operations initiatives, ensuring seamless project execution, monitoring progress, identifying risks, and implementing corrective actions to meet deadlines and achieve objectives

• Assist in preparing for strategic, operational, and client meetings by arranging logistics, organizing agendas, taking detailed notes, preparing meeting minutes, and supporting the development and distribution of presentation materials

• Develop and maintain standard operating procedures and checklists for recurring tasks and processes while identifying opportunities for process improvement and suggesting enhancements

• Handle various operational tasks, including completing expense reports, contract and document management, etc.

• Facilitate clear communication and collaboration across the company, fostering trust and credibility while providing support to company staff when required.

• Act as the primary point of contact for the Deputy CEO, including handling highly confidential and critical matters

• Collaborate with business operations teams across multiple offices

Experience, Skills and Competencies Required

• Over 5 years of relevant experience, ideally within the real estate or financial services industry.

• Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom.

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

• Strong interpersonal skills and the ability to build relationships across the broader team and the firm

• Strong written and verbal communication skills

• Demonstrated proactive approaches to problem-solving with strong decision-making capability

• Highly resourceful team-player, with the ability to also be extremely effective independently

• Proven ability to exercise discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

• Forward looking thinker, who proactively seeks opportunities and proposes solutions

• Experience coordinating complex calendars & managing expenses for multiple team members

• Occasionally move and transport boxes up to 25 pounds

• Demonstrated personal accountability with an urgency for achieving results

Other

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.

Fort Partners 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. Candidates must also be able to work in the United States without sponsorship when hired and maintain this ability throughout their employment.