Executive Administrator

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At Colliers, it's not our success that sets us apart, it's how we achieve it. Our people are passionate, take ownership and always do what's right for our clients, people and communities.

Why Colliers?
Our enterprising environment needs your expertise to facilitate Colliers' continued growth as an industry leader. Our nimble, decentralized culture can provide you with a wealth of opportunities to learn about our business and quickly gain experience to accelerate your career.

Position Overview
The Executive Administrative Assistant plays a vital role in supporting the CEO and executive leadership, ensuring smooth daily operations and seamless coordination across leadership functions. This role requires strong administrative and communication skills, along with the ability to manage multiple priorities with professionalism and discretion. The ideal candidate is a proactive problem-solver who thrives in a dynamic environment, anticipates the needs of senior leadership, and takes initiative to drive efficiency and improve operations.
This position is based in Atlanta, Georgia (Midtown) and reports directly to the CEO.

Key Responsibilities
* Manage complex calendars and schedules for the CEO and senior leadership, balancing business, personal, and charitable commitments.
* Facilitate meeting and conference call logistics, including scheduling, invitations, room reservations, and material preparation. Take detailed meeting minutes, track action items, and ensure timely follow-ups as needed.
* Coordinate travel arrangements for the CEO, ensuring flights, accommodations, transportation, and itineraries are planned in accordance with business schedules and priorities.
* Prepare and submit expense reports, monitor reimbursements, and ensure timely and accurate payment of all expenses.
* Provide general office support, including document management (scanning, copying, filing), processing incoming and outgoing mail, and managing office supplies and inventory.
* Assist in organizing and coordinating executive meetings, offsite gatherings, and company events, managing logistics such as venue selection, catering, AV setup, materials preparation, and attendee coordination.
* Manage executive-level communication, including drafting, proofreading, and distributing emails and company-wide messages on behalf of leadership.
* Organize and maintain contact lists for executives, clients, and key stakeholders, ensuring accurate and up-to-date information.

* Facilitate the signing and approval of contracts, ensuring all necessary parties review and execute agreements promptly.
* Support supplier diversity initiatives by facilitating the WBE recertification process and maintaining up-to-date registrations.
* Maintain confidentiality and handle sensitive information with discretion.
* Work closely with the Property and Facility Management teams, providing support as needed.
* Support special projects and research initiatives as assigned.
Qualifications & Requirements
* Bachelor's degree preferred.
* Minimum 3-5 years of executive administrative support experience, preferably in a corporate or facility management setting.
* Proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, OneDrive, SharePoint, and Teams, as well as other relevant software.
* Exceptional written and verbal communication skills, with the ability to draft, proofread, and edit documents professionally.
* Experience coordinating meetings, events, and executive-level correspondence.
* Highly organized with exceptional time management skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
* Proactive and resourceful, with the ability to anticipate needs, take initiative, and identify solutions.
* Strong interpersonal skills with the ability to build relationships with stakeholders at all levels.