Position Summary
Westminster Group Companies is seeking a highly organized, proactive and professional Executive Assistant to provide direct support to two members of the executive leadership team.
This position will serve as a central point of coordination for the executives, helping manage schedules, communications, meetings, travel and private aircraft scheduling, project documentation, financial administrative functions, priorities and follow-up items.
The ideal candidate is someone who anticipates needs, takes ownership of responsibilities, follows through without requiring constant direction and can effectively manage multiple priorities in a fast-paced environment.
This role requires a high level of discretion, judgment, responsiveness and attention to detail. The Executive Assistant will regularly interact with employees, business partners, tenants, consultants, attorneys, lenders, vendors, contractors and other external contacts and must represent the executives and Westminster Group Companies professionally.
Key Responsibilities
Executive and Administrative Support
- Provide day-to-day administrative support to two members of the executive leadership team.
- Manage and coordinate executive calendars, meetings, appointments, conference calls and scheduling priorities.
- Proactively identify scheduling conflicts, deadlines, and items requiring executive attention.
- Prepare and organize materials needed for meetings, calls, travel and executive review.
- Assist with correspondence, document preparation, presentations, reports and other executive-level materials.
- Maintain organized electronic and physical files and ensure important information is easily accessible.
- Coordinate signatures, document distribution, overnight deliveries and other time-sensitive materials.
Travel and Private Aircraft Coordination
- Coordinate executive business travel, including commercial flights, hotels, ground transportation, itineraries, reservations, and schedule changes.
- Coordinate flight schedules for the company’s private aircraft based on executive travel requirements.
- Communicate flight scheduling needs and itinerary changes with pilots, flight crew, FBOs, passengers and other appropriate parties.
- Maintain and distribute accurate flight itineraries, passenger information, departure and arrival details, ground transportation and related travel information.
- Assist with coordinating aircraft-related scheduling, travel logistics, catering, rental vehicles, and other passenger needs.
- Monitor executive schedules and travel requirements to proactively identify potential conflicts or necessary itinerary adjustments.
- Maintain appropriate confidentiality regarding executive and private aircraft travel schedules.
Project Meetings and Documentation
- Coordinate project, development, construction, property, and internal operational meetings.
- Prepare meeting agendas and organize supporting materials in advance.
- Attend designated project meetings and prepare accurate meeting minutes documenting discussions, decisions, assignments, and outstanding issues.
- Clearly identify action items, responsible parties, and required completion dates.
- Distribute meeting minutes and related documentation promptly following meetings.
- Maintain organized records of project meeting minutes and supporting documentation.
- Track outstanding action items and follow up with internal team members, consultants, contractors, vendors, and other responsible parties.
- Help ensure decisions and commitments made during meetings are documented and carried through to completion.
- Provide executives with updates regarding outstanding items, approaching deadlines, and issues requiring their attention.
Commercial Real Estate Accounts Payable and Receivable Support
- Provide administrative assistance with accounts payable and accounts receivable for commercial real estate properties and related entities.
- Receive, organize, review, and route vendor invoices for appropriate approval and processing.
- Assist with coding and allocation of invoices to the appropriate property, project, entity, or expense category.
- Maintain supporting documentation for invoices, payments, contracts, and related financial records.
- Assist with monitoring outstanding accounts receivable and tenant payments.
- Prepare and distribute invoices or other billing documentation as directed.
- Track outstanding balances and assist with routine follow-up regarding past-due receivables.
- Coordinate with property management, accounting, tenants, vendors, and executive leadership to resolve billing or payment questions.
- Assist with maintaining accurate records of receivables, payments, outstanding invoices, and supporting documentation.
- Assist with reconciliation and reporting related to commercial properties and development projects as requested.
- Maintain confidentiality and accuracy when handling financial information.
Communication and Coordination
- Serve as a liaison between the executives and internal team members, business partners, consultants, contractors, vendors, tenants, lenders, attorneys, and other external contacts.
- Monitor incoming requests and communications and help prioritize items requiring executive attention.
- Draft and prepare emails, correspondence, meeting notices, and other communications on behalf of the executives as appropriate.
- Coordinate meetings and ensure appropriate participants, materials, and information are organized in advance.
- Maintain professionalism and confidentiality when handling sensitive business, financial, personnel, and project matters.
Organization and Priority Management
- Develop a strong understanding of the executives’ priorities, responsibilities, projects, properties, and preferred working styles.
- Anticipate upcoming needs rather than waiting for specific direction.
- Help organize competing priorities and identify matters requiring immediate attention.
- Maintain reminders and tracking systems for important deadlines, commitments, renewals, meetings, project milestones, receivables, and follow-ups.
- Assist the executives in staying organized across multiple companies, properties, development projects, and business initiatives.
- Maintain executive action-item and follow-up lists and proactively pursue outstanding information.
General Executive Office Support
- Coordinate executive meetings, company events, lunches, and other business functions as needed.
- Assist with expense reports, receipts, invoices, credit card documentation, and other administrative records.
- Assist with special projects, research, reporting, and administrative assignments as requested.
- Work collaboratively with accounting, property management, construction/development, and other members of the Westminster team to improve communication, organization, and operational efficiency.
- Perform additional duties as necessary to support the executives and organization.
Qualifications
- Prior experience as an Executive Assistant, Administrative Assistant, Office Manager, Project Coordinator, or similar professional support role preferred.
- Experience in commercial real estate, property management, construction, development, accounting support, or a related industry is strongly preferred.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication skills, including the ability to prepare clear and concise meeting minutes.
- Excellent attention to detail and follow-through.
- Comfort working with invoices, accounts payable/receivable records, and basic financial information.
- Ability to manage multiple priorities and adjust quickly as priorities change.
- Strong judgment and ability to determine when an issue requires executive involvement.
- High level of professionalism, discretion, and confidentiality.
- Comfortable communicating with senior executives, employees, pilots/flight crews, attorneys, lenders, consultants, contractors, tenants, and vendors.
- Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related business applications.
- Ability to learn new systems and processes quickly.
- Dependable, responsive, and willing to take ownership of responsibilities.
Ideal Candidate
The successful candidate will be someone who:
- Is naturally organized and enjoys keeping others organized.
- Thinks ahead and anticipates what needs to happen next.
- Does not allow tasks or follow-up items to fall through the cracks.
- Is comfortable respectfully following up with others to obtain information or keep projects moving.
- Can take detailed project meeting minutes and translate discussions into clear action items.
- Is comfortable assisting with financial administrative functions and understands the importance of accuracy.
- Can coordinate complex executive and private aircraft travel schedules with discretion.
- Understands the difference between something that is urgent and something that can wait.
- Can shift priorities quickly without becoming overwhelmed.
- Communicates clearly, professionally, and confidently.
- Takes initiative and looks for solutions before bringing forward problems.
- Is comfortable supporting two executives with different schedules, priorities, and working styles.
- Values accountability and takes pride in being someone others can depend on.
What Success Looks Like
Success in this position means the executives are able to spend more of their time focused on high-level business decisions because their schedules, travel, project meetings, communications, documentation, financial administrative items, and follow-up responsibilities are being effectively managed.
The Executive Assistant should become a trusted resource who understands what is important, knows what needs attention, anticipates upcoming needs, maintains accurate documentation, and helps ensure that commitments and action items consistently move forward.
Pay: From $45,000.00 per year
Benefits:
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
