Job Description

Job Description

ABOUT THE COMPANY

Design Pro Development LLC is an established real estate development company with a $90MM portfolio over 200+ units that has a need for a full time Executive Assistant. Under the supervision of the CEO, we are seeking an exceptionally organized and dedicated Executive Assistant to provide comprehensive administrative support to our dynamic CEO. The ideal candidate will be a proactive, adaptable, and discreet professional who can manage a wide range of tasks efficiently, maintain strict confidentiality, and contribute to the CEO's effectiveness in driving the company's success. We are looking for an incredible executive assistant to support our CEO drastically grow our multifamily portfolio from 400 to 1,000 units. We additionally own over 50 acres in Montgomery and Bucks County where we will be building semi-custom single family estates. Design Pro anticipates to have a large portfolio sale in the next 5 years in which key employees will be eligible for profit sharing after 3 years tenure.

The ideal candidate is a skilled multi-tasker and eloquent communicator who is comfortable working in an entrepreneurial environment with several competing priorities. In addition, we are looking for someone who is passionate about Real Estate Development and passionate about learning and utilizing advanced technologies and cutting-edge techniques such as AI, ChatGPT, and Asana to advance and heighten the work within the role. This position is full time in office.

MISSION AND VISION

Our mission at Design Pro Development is to buy, sell, rent, and develop residential mixed‐use real estate. While holding true to our Philadelphia roots, we continue to expand into other areas in Bucks and Montgomery County and maintain a primary focus on improving the value and quality of life in all neighborhoods that we develop in. We strive to work with the communities we are developing, by listening to the neighboring residents.

WHO WE ARE LOOKING FOR

• A proven executive assistant, paralegal, or real estate agent in a similar role, with a preference for candidates who were executive assistants to a real estate CEO.
• A charismatic leader, inspiring excellence in your team and fostering a collaborative environment.
• Written and verbal communication skills are of the highest caliber.
• A detail-oriented professional who thrives in a dynamic, fast-paced setting.
• Ability to communicate and work well with a wide range of team members and their respective work styles, and a genuine enjoyment of relationship-building.
• An excellent communicator, capable of translating complex financial concepts into clear, actionable insights for our management team, contractors, investors, lenders, and associates.
• A proactive problem-solver, always seeking innovative solutions to drive our growth.
• Ideal Prior Job Experience: Executive Assistant, Paralegal/Legal Assistant, Transaction Coordinator, Office Manager, Real Estate Agent

EXECUTIVE ASSISTANT JOB RESPONSIBILITIES

• Build and support relationships throughout the organization to support, coordinate and manage the calendar and happenings related to all CEO/organizational initiatives as needed.
• As the primary point of contact for the CEO, you will be responsible for managing phone calls, emails, and correspondence. Your professionalism and promptness in handling communications will be crucial.
• Coordinate with external vendors, and Business Development teams for onsite meetings with; Contractors, architects, engineers, realtors, lenders, investors, etc. Ensure on time performance for projects and tasks and enact creative solutions to accelerate timelines.
• Ensure the maintenance and updating of the company’s website with regular monthly content.
• Manage all company marketing and social media activities with weekly updates.
• Oversee lists of attendees, maintain meeting agendas, meeting notes, and manage logistics such as conference room bookings, parking, phone/video conferencing technology, and meals (as necessary).
• Maintain the CEO's complex calendar: Calendar "gymnastics" at its finest. Ensure all details are up to date, anticipate conflicts, resolve scheduling issues, and prioritize items based on their needs. Some arranging of personal tasks and coordination with personal calendaring will also be required.
• Handle cursory review and detailed mark up of any contracts or proposals submitted to the CEO.
• Monitor the CEO's email: organize and prioritize emails, draft responses that need to be addressed directly by CEO and respond to any emails that can be handled without the CEO being directly involved.
• Prepare the CEO for all meetings and have all documents prefilled for the CEO to review prior to final submissions to clients.
• Anticipate the CEO's needs: Be extremely knowledgeable of individual preferences and expectations and work proactively to prevent problems before they develop. Prepare background research and materials such as background notes for meetings, handouts, and presentations for meetings and conferences.
• Organizing and maintaining confidential files, records, and documents is a key aspect of your role. You will also assist in data gathering and research for strategic decision-making.
• Maintain the Company Office and all operating systems. Be the primary point of contact for all technology-related matters and supply orders.
• Gather and assemble slides and create presentations and offering memorandums for key stakeholders and investors.
• Reconcile expense reports for the CEO, maintaining compliance with company policies.
• Assist in ad-hoc projects, conduct in-depth research assignments, and contribute to the creation of presentations essential for strategic decision-making.
• Maintaining the highest level of confidentiality regarding sensitive company information and CEO matters is paramount. Trust and discretion are core attributes of this role.

BENEFITS, REQUIREMENTS & PREFERENCES

Minimum of 5 years of career experience with increasing responsibilities in the multi-family and real estate operating development industry required, with at least 3 years with a Philadelphia based real estate firm.

• Bachelor's degree with 10+ years of overall career experience
• Prior experience supporting C suite level employees.
• Must be proficient in all G Suite applications.
• Willingness to learn and utilize advanced techniques (AI) to improve the way we work; getting it done in cutting edge ways.
• ChatGPT, BrightMLS, Square Space/Web Design, Asana (or similar project management software), Appfolio, Procore/Buildertrend, experience is a plus.
• Expected in office hours are 8am-6pm, Monday-Friday.
• Design Pro offers a competitive benefits package including medical benefits, long term/short term disability, life insurance and 401k. Employees also have the option to invest in select projects. Compensation for this position is a base of $80,000 with up to $20,000 in annual bonuses.
• Employee discounts on purchasing or leasing our exceptional range of company properties, allowing you to experience the quality of our developments firsthand.

How to Apply:

If you are ready to embark on this exciting journey with Design Pro Development LLC, we invite you to submit your resume and a thoughtfully crafted cover letter that highlights your qualifications and relevant experience. Please include 3 references in the body of your email, where you envision your career to be in 3, 5, & 10 years, as well as your 3 largest career accomplishments. Please send your application to logan@designprodev.com and erica@designprodev.com with the subject line "Executive Assistant Application - [Your Name]."

Design Pro Development LLC is an equal opportunity employer, committed to fostering a diverse and inclusive workforce. We welcome applicants from all backgrounds and walks of life to apply. We sincerely thank all applicants for their interest; however, only those selected for an interview will be contacted.

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