Executive Assistant

EXECUTIVE ASSISTANT

Salary Range: $80,000-$90,000

POSITION SUMMARY:
We are seeking a proactive, detail-oriented, and highly adaptable individual to support our Director of Operations and broader firm initiatives. This role is ideal for someone who thrives in a dynamic environment, enjoys event planning, and excels at juggling multiple high-impact responsibilities with precision and discretion. The Assistant to the Director of Operations plays a critical role in shaping internal culture and driving operational excellence across the organization. You'll coordinate events, streamline communication, execute administrative processes, and act as a connective tissue across teams.

KEY RESPONSIBILITIES:

Executive & Operational Support

• Provide high-level 1:1 administrative support to the Director of Operations, including:
• • Calendar and travel coordination
  • Expense report preparation (Concur)
  • Meeting agenda creation, note-taking, and action item follow-up
• Support other high-level TA Employees as needed, including:
• • Daily calendar and schedule management
  • Coordinating travel and logistics with external partners and stakeholders
  • Preparing leadership meeting materials and ensuring seamless execution
  • Serving as a discreet point of contact for high-priority firm communications
• Maintain discretion when handling sensitive and confidential information
• Support operational initiatives, special projects, and cross-functional process improvement efforts

Internal & External Event Coordination

• Independently own logistics for internal firm events (e.g. happy hours, lunch & learns, holiday celebrations)
• Assist the Director of Operations with large external events ( e.g. annual meeting, golf tournament, summer outing)
• Manage event logistics: venue coordination, catering, room setup, RSVPs, signage, swag, and cleanup
• Coordinate with vendors and internal departments to ensure seamless execution
• Oversee post-event recaps and improvement planning

Internal Communications & Culture

• Draft and send internal announcements on behalf of leadership
• Create internal signage, handouts, and materials for meetings and programs
• Maintain updated SOPs and process documentation relevant to administrative workflows
• Actively contribute to planning employee engagement initiatives alongside HR and Operations

Administrative Coordination

• Serve as a backup point of contact for general office requests
• Provide ad hoc administrative support across teams when bandwidth allows
• Support with reception when needed (guest check-in, visitor experience, incoming calls, etc.)
• Assist with on boarding and offboarding logistics for new hires

QUALIFICATIONS:

• 5 years of experience in an administrative, operations, or event coordination role
• Proven ability to support multiple stakeholders with professionalism and grace under pressure
• Strong calendar management and communication skills
• Experience planning corporate events from concept to execution
• Excellent written and verbal communication abilities
• Tech-savvy and comfortable learning new platforms (e.g. Asana, Luma, Canva, Concur)

IDEAL EXPERIENCE:

• Prior experience supporting senior executives
• Familiarity with Asana, Concur, and Microsoft Office suite
• Prior experience working in a fast-paced, multi-hat environment with changing priorities

EQUAL EMPLOYMENT OPPORTUNITY

TA Realty LLC is an Equal Opportunity Employer that is committed to creating a diverse and inclusive company culture believing it adds to the strength and vitality of our organization. TA Realty does not discriminate against candidates and employees on the basis of race, religion, national origin, age, veteran status, sexual orientation, or any other protected status under law.