Executive Assistant

Job Description

Job Description

🌟 Executive Assistant to CEO, President & CIO
Location: Charlotte, NC (On-site)
Department: Executive Office
Reports To: CEO, President & CIO
Employment Type: Full-Time

About Us
At Grubb Management, we’re more than just a real estate investment and management firm — we’re a team driven by purpose, precision, and people. Our leadership team is dynamic, fast-paced, and deeply committed to excellence. We’re now seeking a highly skilled Executive Assistant to support our CEO, President, and CIO — a pivotal role at the heart of our organization.

The Opportunity
This is not your typical EA role. You’ll be the strategic right hand to three top executives, managing complex schedules, high-level communications, and confidential matters with discretion and finesse. You’ll also oversee and mentor an Administrative Assistant, delegating tactical tasks so you can focus on the high-impact work that keeps our leadership team moving forward.

What You’ll Do

Executive & Personal Support

• Manage calendars, coordinate meetings, and handle national and international travel for the CEO, President, and CIO — often with last-minute changes and high complexity
• Coordinating and managing multiple travel schedules, including international agendas and managing and submitting expense reports

• Prepare and submit executive expense reports and assist with financial statement coordination outside of GP LLC
• Provide personal assistant support to the CEO, including errands, event coordination, and family-related logistics
• Coordinate logistics and materials for board meetings, including scheduling, agendas, and administrative processes
• Assist with executive events, charitable initiatives, and confidential business and personal matters

Administrative & Operational Excellence

• Supervise and delegate to an Administrative Assistant to ensure seamless execution of day-to-day tasks
• Coordinate conference calls, quarterly meetings, and executive communications
• Manage shipping and courier logistics (e.g., FedEx) for executive materials
• Oversee seasonal communications such as holiday cards
• Assist with the preparation and distribution of executive publications and presentations
• Maintain accurate filing systems and contact databases
• Track continuing education and certifications for executives
• Handle all matters with the highest level of confidentiality and professionalism

What You Bring

• Bachelor’s degree in English, Communications, or related field preferred
• 5+ years of experience supporting C-suite executives
• Exceptional written and verbal communication skills
• Mastery of Microsoft Outlook, Word, and Excel
• Experience coordinating complex travel and logistics
• Experience with Concur is a plus
• High emotional intelligence, discretion, and professionalism
• Ability to thrive in a fast-paced, ever-changing environment
• Experience working with high-net-worth individuals is a plus

Why Join Us?

• Work directly with visionary leaders
• Be part of a collaborative, high-performance culture
• Opportunity to shape and grow a key role within the organization

Ready to make an impact?
Apply now and help drive the success of our executive team.

PM22

MANAGEMENT HAS THE RIGHT TO REVISE THIS JOB DESCRIPTION AT ANY TIME. THE JOB DESCRIPTION IS NOT A CONTRACT FOR EMPLOYMENT, AND EITHER YOU OR THE EMPLOYER MAY TERMINATE EMPLOYMENT AT ANY TIME, FOR ANY REASON, WITH OR WITHOUT NOTICE

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