Executive Admin Assistant

Executive Admin Assistant

Fabulous opportunity for Executive Assistant well versed in Real Estate and Property Management who enjoys executing in a dynamic, fast paced and deadline driven environment. 

Supporting 3-4 individuals on the senior management team, you bring excellent document management skills including the ability to serve as a true librarian for all project documentation.

Proactive with an intuitive sense of what needs to be done next and the confidence to carry it forward, you excel at problem solving, prioritizing and switching gears as the work demands it.

Your strengths include organization and file creation, attention to detail, and strong communication skills. You are trustworthy, resourceful and enjoy collaborating with internal and external teams. Tech savvy, you readily and intuitively picking up on new systems. 

Calm under pressure, you enjoy working with a variety of personalities and want to be part of a happening, dynamic and progressive business. 

You will:

• Oversee and maintain all lease agreements and amendments

• Manage high-volume filing requirements related to property documentation, ensuring organization, accuracy, and easy retrieval

• Manage the company’s library of critical documents, including Environmental reports, Seismic reports, Site plans, Property appraisals, and more.

• Develop and refine administrative systems to improve efficiency

• Assist in preparing recurring and ad hoc reports for senior management team

• Maintain both physical and digital filing systems

• Assist with monthly leasing reports and processing of invoices in Yardi.

• Organize and coordinate meetings, appointments, and travel arrangements; submit and reconcile expense reports

• Book conference calls, couriers, and other logistical needs

• Perform general office duties such as filing, scanning, and copying

• Provide backup support for reception and phone coverage as well as mail processing

You have:

• 5+ years of administrative assistant experience supporting partners and VP’s in real estate and/or property management

• Bachelor Degree in Business Administration or related discipline

• Strong skills in drafting, editing, formatting, and proofreading document with a high level of accuracy and detail

• Approachable, responsive, and committed to providing excellent support to colleagues, clients, and visitors

• Proactive in anticipating needs, taking ownership of tasks, and driving projects forward without constant supervision

• Skilled in managing multiple priorities, meeting deadlines, and maintaining order in as fast paced environment

• Knowledge of office management procedures, Microsoft office suite, and scheduling platforms

• Capable of juggling diverse responsibilities while maintaining focus and efficiency

This is a full-time, on-site position with hours: Monday through Friday, 8:30 a.m. to 5:30 p.m.

$100-120K + generous benefits