Executive Assistant to the Chief Executive Officer

Location: Independence, OH

About Redwood:

At Redwood Living, Inc. ("Redwood"), we know we are only as successful as the people who power us. Our employees are passionate, they are talented, they are empowered to make decisions that positively affect the lives of our residents. From site personnel to corporate leadership, our employees demonstrate Redwood's commitment to deliver more than expected, communicate openly and honestly, and demonstrate integrity in all aspects of our business. As we continue to grow, we seek these same qualities in every team member we bring on board.

Position Overview

Under the general direction of the Chief Executive Officer, the Executive Assistant will be responsible for administrative support to the CEO and within Redwood Living. This role will play a crucial role in ensuring the smooth operation of the executive office, managing complex schedules, coordinating meetings, and maintaining effective communication with key stakeholders. As such, this role will be expected to act as a Redwood brand ambassador, promote the Redwood brand and provide the best stakeholder experience possible.

Essential Duties & Responsibilities

Administrative Support: Provide high-level administrative support to the CEO, including managing correspondence, preparing reports, and handling information requests.

Calendar Management: Coordinate and manage the CEO's Redwood Outlook calendar and daily schedule, ensuring efficient time management and prioritization of tasks.

Meeting Coordination: Manage internal and external meeting coordination, including scheduling conference rooms, preparing agendas, managing the collection and production of meeting materials, recording and distributing meeting minutes, and tracking and reporting on the status of action items and deliverables.

Communication: Compose and edit correspondence, prepare letters, and memos. Ensure clear and effective communication on behalf of the CEO.

Family Office Communication: Communicate proactively with family advisors such as attorneys, tax accountants, wealth managers, insurance brokers, and immediate family members when needed.

Event Planning: Plan and execute Redwood events initiated by the CEO, including town halls, leadership retreats, workshops, employee recognition luncheons, or events.

Internal Communications: Develop and distribute internal communications on behalf of the CEO, ensuring consistent messaging across the organization by aligning with the internal communications team.

Stakeholder Relations: Maintain working relationships with key stakeholders, including board members, investors, community leaders, and immediate family members as necessary and guided by the CEO.

Travel Arrangements: Coordinate CEO travel plans and itineraries while tracking global entry/TSA requirements for compliance.

Local Travel: Travel locally as necessary to support the CEO's activities.

Event Coordination: Coordinate CEO networking events, conferences, speaking engagements, etc. Ensure CEO dietary restrictions are met when coordinating external events as well as within the corporate office.

Signature Coordination: Obtain signatures for Redwood business affairs, working closely with related teams, and, at times, obtaining from the CEO's personal residence.

Project Monitoring: Monitor and report special projects initiated by the CEO, ensuring timely completion and alignment with company goals.

Strategic Planning Support: Assist in the preparation and coordination of Redwood's strategic plans, including research and data analysis requested by the CEO.

Technology Utilization: Identify underutilized technologies to improve efficiency and productivity within the executive office.

LLC Filings: Coordinate LLC filings with appropriate attorneys.

Document Management: Manage and maintain formation documents for new business ventures, including leases, expenses, financial records, and bank accounts for outside investment projects. Maintain a document repository such as SharePoint or on Summitas (private portal) to organize formation documentation (such as filings, NDAs, financials, logistics, etc).

Personal Support: Provide administrative support to CEO in various aspects of his business and personal affairs including bill payment, bank account & credit card reconciliations, vehicle administration, cell phone analysis, insurance coordination, etc..

Additional Duties: Perform additional duties as assigned to support the CEO and the executive office.

Required Skills and Abilities

As an Executive Assistant, this role will be required to exhibit the following skills:

Self-starter, Takes Initiative, and Proactive:

Ability to identify tasks and projects that need attention without being directed with a focus on continuous improvement.

Demonstrates a proactive approach to problem-solving and decision-making with a client service mentality.

High Attention to Detail and Organization Skills:

Meticulous in managing schedules, documents, and communications.

Capable of maintaining an organized workspace and ensuring all tasks are completed accurately.

Demonstrated Level of Autonomy and Independence:

Comfortable working independently with minimal supervision including anticipating needs.

Able to make decisions and take actions that align with the executive's goals and company policies with sound judgment and common sense.

Respectfulness, Trustworthiness, Empathy, and Leadership:

Exhibits a high level of respect and professionalism in all interactions.

Maintains confidentiality and handles sensitive information with discretion.

Shows empathy towards colleagues and leads by example.

Ability to Work Under Pressure and Comfortable with Complexity/Ambiguity:

Remains calm and efficient in high-stress situations.

Capable of managing multiple tasks and projects simultaneously, even when details are unclear.

Discreet and Adaptable:

Handles confidential information with the utmost discretion.

Unquestionable integrity and being comfortable with a high level of confidentiality; honest, discrete and loyal.

Adapts quickly to changing priorities and circumstances.

Excellent Time Management Skills:

Prioritizes tasks effectively to meet deadlines.

Manages the executive's schedule to maximize productivity.

Strong Communication Skills:

Communicates clearly and effectively, both verbally and in writing.

Able to interact with internal and external parties at all levels, fostering positive relationships.

Proven Ability to Plan, Organize, and Implement Multiple Tasks/Projects:

Demonstrates strong project management skills.

Capable of planning and executing multiple tasks and projects concurrently, ensuring timely completion.

Required Qualifications, Education & Certifications

Education:

Bachelor's degree in Business Administration, Communications, or a related field.

Experience:

Minimum of 5 years of experience as an Executive Assistant or in a similar role.

Experience supporting senior executives or C-suite level professionals.

Proven track record of managing complex calendars, travel arrangements, and meeting coordination.

Supporting industry related leadership teams a plus.

Technical Skills:

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

SharePoint, Microsoft Teams, and PowerBI a plus.

Familiarity with finance management software (e.g. QuickBooks).

Additional Skills:

Strong analytical and problem-solving skills.

Ability to anticipate the needs of the executive and act accordingly.

Experience in event planning and coordination.

Working Conditions

This job operates in a professional office environment. In this role, the employee will routinely use standard office equipment such as computers, desk phones, iPhone, photocopiers, etc. The employee is frequently required to sit, stand, bend and walk with the ability to lift 20 pounds where applicable. Occasional local travel as necessary.

Discover the amazing benefits and perks that Redwood Apartment Neighborhoods offers! Visit our website today to learn more and see why Redwood is a great place to work:Redwood Apartment Neighborhoods Employee Benefits & Perks

Redwood Living, Inc. is an equal opportunity employer. Redwood strictly prohibits and does not tolerate illegal discrimination, and Redwood provides equal employment opportunities to employees and applicants without regard to race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law.