Executive Assistant

The Client has been servicing technology solutions to the New York City real estate industry for over a quarter of a century.  As there is no widely accepted MLS in the Manhattan real estate industry, the Client’s application environment is the system that transmits up to the minute inventory from one firm to another.  This system has grown from 10 firms and 300 listings exchanged daily to close to 500 firms and approximately 10,000 listings exchanged daily in accordance with REBNY's RLS guidelines.

The Client supports a full service listings system application which is in use by approximately 300 firms.  Their products include but are not limited to the full service listing application supporting both the agent end user and data entry, a mobile listings application, a variety of listing feeds, off the shelf and customized VOW options, and marketing services which consist of custom brochures, an interface with the New York Times' Ad times 2000 and a proprietary advertising tool known as Premium Marketing Opportunity (PMO).  The Client has a long standing history of successful data conversions, integrations, and development of customized business solutions.

We are looking for a proactive and highly organized Executive Assistant to support the CEO/Company Directorю

The primary objective of this role is to help the CEO stay organized, focused on priorities, and on top of commitments, while also supporting selected company-wide administrative and communication activities.

We assume workload as 4hrs per day at maximum.

We've created the team of 30+ team-members in Ukrainie and not going to stop. Due to new business challenges, we are ready to hire 1 more team member.

For now, our friendly team consists of FullStack .Net developers, Front end developers, QAs, DBAs, Researchers, BA and Designer.

• Interview process that respects people and their time
• Professional and open IT community
• Internal meet-ups and resources for knowledge sharing
• Time for recovery and relaxation
• Bright online and offline events
• Opportunity to become part of our internal volunteer community

• CEO Support
• Manage and track the CEO's To-Do list, priorities, deadlines, and follow-ups.
• Proactively remind the CEO about upcoming commitments and outstanding actions.
• Manage and organize the CEO's email inbox, identify priority messages, flag items requiring attention, and prepare draft responses when appropriate.
• Manage the CEO's calendar and schedule internal and external meetings.
• Identify scheduling conflicts and help prioritize the CEO's time.
• Prepare information, documents, and context required for upcoming meetings.
• Take meeting notes and track resulting action items when required.
• Follow up with employees, managers, clients, and partners regarding outstanding actions.
• Provide general administrative and organizational support to the CEO.
• Company-Wide Responsibilities:
• Maintain and coordinate the company-wide calendar.
• Schedule management, leadership, and company meetings.
• Prepare and distribute the company newsletter.
• Support internal company communications and announcements.
• Coordinate recurring company meetings and ensure relevant information and materials are available.
• Help organize company events and internal activities.
• Support other company-wide administrative and coordination activities as required.

• Excellent spoken and written English (strong B2/C1).
• Excellent organizational and time-management skills.
• Strong written communication skills and ability to prepare professional emails, announcements, and other business communications.
• Ability to manage multiple priorities and deadlines simultaneously.
• High attention to detail.
• Strong follow-up skills and ability to ensure agreed actions are completed.
• Good judgment and ability to distinguish between urgent, important, and lower-priority matters.
• Strong interpersonal and communication skills.
• Ability to communicate confidently and professionally with employees, managers, clients, and business partners.
• High level of discretion and ability to handle confidential information.
• Ability to work independently with limited supervision.
• Good knowledge of modern office and productivity tools (Google Workspace/Microsoft 365, calendars, spreadsheets, presentations, Slack/Teams, etc.).
• Comfortable using modern AI and productivity tools for drafting, summarization, research, and information organization.