Executive Assistant to President and COO

Executive Assistant to the President and COO

Segale Properties, a mid-sized commercial real estate company, is looking for a full-time Executive Assistant to the President & COO to join our team! The Executive Assistant provides comprehensive administrative support to the President and Chief Operating Officer (COO), ensuring the smooth operations of their daily activities. This position also coordinates administrative responsibilities for the corporate office.

Our spacious Tukwila office is a down-to-earth environment that makes it easy for both collaboration and focusing on independent tasks. Regardless of our individual roles, we are all dedicated to providing excellent customer service, a cooperative demeanor, and a lack of ego. Our Core Values of integrity, long-term relationships, quality, innovation, respect, and community are the cornerstone of how we do our work and work together in this 4 th generation family business.

Provide executive administrative support and assistance to the President/COO and other staff.

• Prepare and edit correspondence, reports, presentations, spreadsheets, invoices, contracts, and other documents.
• Manage and screen incoming calls, emails, and written communications.
• Act as liaison to facilitate communication between executives and internal/external stakeholders.
• Schedule and attend meetings, create agendas, take notes, and record minutes.
• Learn and maintain familiarity with the various company holdings and key stakeholders.
• Assist with business and real estate projects and maintain accurate and organized shared electronic real estate files.
• Complete additional research on projects and new ventures as requested.
• Manage calendars and provide meeting preparation and set-up as needed.
• Organize files and help manage existing operating systems.
• Arrange travel and accommodation as needed. Perform additional duties as required or assigned.

Provide administrative support for the corporate office.

• Complete general administrative support as needed.
• Aid in updating and managing employee task lists and project schedules.
• Manage changes/updates to company website. Interface with web design services as needed.
• Ensure adherence to company branding guidelines for signage/printed materials.
• Assist with the file and document management process.
• Develop and manage marketing materials, including property brochures, digital campaigns, and email communications.
• Manage vendor relationships for office services.
• Assist answering phones.
• Perform additional duties as required or assigned.

Coordinate with office administrative staff to facilitate the administrative team operating cohesively, efficiently, and effectively.

• Provide superior support by tracking administrative projects, deadlines, and deliverables, keeping the team on schedule.
• Review office policies and procedures to recommend enhancements to efficiency, and internal and external relationships.
• Exemplify a positive and proactive attitude.
• Contribute to and foster positive office morale through interactions with others.

Who You Are:

• Positive, energetic, proactive, and adaptable.
• Able to work autonomously and confidently take on projects that need to be done.
• Strong desire and ability to learn; wants to understand how things work.
• Excellent interpersonal, verbal, and written communication skills.
• Complete tasks methodically and with meticulous attention to detail.
• Eager to utilize resourceful, creative, and analytical problem-solving skills.
• Outstanding organizational and time-management skills, with proven ability to meet deadlines and prioritize tasks effectively.
• Discreetly handles sensitive information with integrity.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Technical aptitude and extreme proficiency in using office software and tools (Microsoft Office Suite, Zoom, Teams, One Note, Smartsheet, etc.) and ability to learn new or updated software (e.g., Project Management, Sage/Property Management Software, etc.).

Your

Education and Experience:

Required:

• 8+ combined years of experience in executive administrative and commercial real estate roles.
• Proven office management/ administrative leadership experience.

Preferred:

• Bachelor’s degree in business administration or related business or real estate field.
• 5+ years of executive administrative experience.
• 5+ years of commercial real estate experience.

Location &

Work Schedule:

• Position is on-site, based out of our corporate office in Tukwila, Washington. This is not remote position.
• Monday through Friday, 8:00 AM – 5:00 PM, 40 hours per week.

Physical, Work Environment and Travel Requirements:

• Prolonged periods of sitting at a desk, working on a computer (with or without accommodation).
• Hearing, visual acuity and utilization of various office equipment and smart phone (with or without accommodation).
• Frequent and repetitive sitting, standing, squatting, walking, kneeling, bending, twisting, lifting to 15 pounds (with or without accommodation).
• The work environment consists of an indoor,…