Executive Assistant

We are seeking a seasoned, highly capable Executive Assistant to work directly with our CEO and support our Commercial Division. This role is ideal for someone who thrives in a fast-paced, entrepreneurial environment and is comfortable wearing multiple hats. The Executive Assistant will serve as a trusted partner to the CEO, managing day‑to‑day priorities while also supporting commercial property operations and special projects.

Our company owns and self-manages a diverse portfolio of multifamily, commercial, and hospitality properties across Pennsylvania, Florida, and New Jersey, in addition to a growing tequila brand. This position requires sound judgment, strong organizational skills, and the ability to anticipate needs before they arise.

• Provide comprehensive administrative support to the CEO, including managing email, calendars, meeting scheduling, and travel arrangements
• Act as a gatekeeper for the CEO by screening calls, emails, and requests, ensuring efficient and timely communication
• Take detailed meeting notes and follow up on action items as needed
• Draft, edit, and review correspondence, reports, and other documents on behalf of the CEO
• Assist with personal tasks such as bill payments, appointment scheduling, and personal travel coordination
• Read, research, collect, and analyze information in advance to help prioritize and streamline executive decision‑making
• Work closely with the Chief of Staff and Senior Commercial Property Manager to support administrative and operational needs
• Serve as a primary liaison between property management, vendors, and tenants to support issue resolution, operational needs, and accounts receivable
• Track inspections, certifications, and regulatory requirements for commercial properties
• Provide administrative and strategic support throughout the commercial leasing process
• Draft and review Letters of Intent (LOIs) and coordinate leasing documentation
• Assist with coordinating tenant build‑outs to ensure schedules and budgets are maintained
• Obtain quotes, develop scopes of work, and coordinate vendor bids for various projects
• Support accounting and property management teams in maintaining strong tenant relationships and minimizing outstanding balances
• Assist with special projects and additional tasks as assigned by the CEO, Chief of Staff, and Senior Property Manager
• Perform other duties as assigned

• 5+ years of experience supporting senior executives, ideally within real estate, development, property management, or a related field
• Strong organizational skills with the ability to manage competing priorities and deadlines
• Excellent written and verbal communication skills
• High level of discretion and professionalism when handling confidential information
• Proactive, self‑motivated, and comfortable working independently
• Experience supporting leasing, vendors, or property management is a strong plus
• Proficient in Microsoft Office and general office systems

• Works in a collaborative office environment

• Ability to physically access all interior parts of the office
• Ability to push, pull, lift, carry, or maneuver items with a weight of up to twenty (20) pounds independently and fifty (50) pounds with assistance

Location: Ardmore, PA

Seniority level: Mid‑Senior level

Employment type: Full‑time

Job function: Administrative