Executive Assistant to Managing Director Job Description:

The Boulos Company is looking for an enthusiastic team player to join our growing commercial real estate company. At The Boulos Company, we focus on the development and lives of our employees as much as the growth of the communities in Northern New England! We offer competitive wages, a fun, collaborative work environment with a strong benefit package, and flex summer Fridays.

This job is the perfect opportunity for someone to put their strong Executive Assistant skills to work while learning to apply them to the fast-paced world of commercial real estate. In addition as an Executive Assistant to a Managing Director, you'll work with 2-3 of our top-tier Commercial Real Estate Brokers to help them effectively market, sell, and lease commercial properties throughout Southern Maine.

This opportunity will also provide you exposure to executive functions, email marketing, social media marketing, paid advertising channels, CRM management, and the use of Adobe design suite to produce world-class marketing materials for our company and the brokers you support. You'll also gain insight and experience with media production through our annual marketing publication, podcast, newsletters, and web content.

The ideal candidate is an exceptionally bright, well-organized, and self-motivated administrative professional with Executive Assistant experience. Critical qualities include a drive for continuous improvement, the ability to problem-solve & prioritize when given time-sensitive projects, the ability to complete tasks and projects quickly, with little guidance, and anticipate the needs of our business. The ideal candidate should also embody our Core Values: Excellence, Integrity, Respect, Collaboration, Passion, and Balance.

This position will be based in our downtown Portland office.

Tasks and Responsibilities:

Provide Executive Assistant Support for a Managing Director:

• Calendar scheduling
• Property file administration: filing and organizing operating expenses, property details, plans, leases, according to the property or prospect associated with them (high level of attention to detail and organizational skills are critical here)
• Coordinating travel schedule and board duties
• Drafting purchase & sale documents, letters of intent, redlining documents, etc.
• Organizing email and various administrative tasks

Provide Marketing & Administrative Support for 2-3 Brokers:

• Assist in creating agreements for leases, sales, and tenant representations
• Assist in fact-finding: Zoning info, Assessor's Data, Tax Information, Registry of Deeds, pulling together necessary intel to market our properties
• Add listings to multiple commercial real estate marketing platforms
• Create world-class marketing materials: Brochures, offering memorandums, marketing proposals, property tour booklets, and other materials as needed
• Process escrow deposits & releases
• Special projects as needed: Maps, traffic counts, contact lists, demographics, etc.

Ideal Skills and Qualifications:

• 2± years of executive assistant experience
• Proficiency with Microsoft Office Suite
• High attention to detail and organizational skills
• Recall is a critical skill in this position: recollection of names and connecting people to projects
• A demonstrated focus on professional and personal improvement
• A high level of proficiency in copy-writing and editing
• Ability to exhibit extreme attention to detail in a fast-paced, high volume environment
• Excellent written, verbal, and personal skills and ability to communicate effectively with internal and external stakeholders
• An ability to “connect the dots” in order to solve problems using logic and intuition
• A team player who is eager to assist brokers & clients
• Willingness to take on new challenges, responsibilities, and assignments
• The ability to prioritize
• The willingness to ask questions

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift

Application Question(s):

• Please describe something you've recently done to improve your work or yourself.
• Do you understand that this is an onsite position, in an office located in Portland, Maine?
• Please list 2 skills that have been most impactful on your success as an Executive Assistant.

Experience:

• Executive Assistant: 2 years (Preferred)

Work Location: In person

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