Executive Assistant - Commercial Real Estate

Executive Assistant – Commercial Real Estate

A high‑performing commercial real estate investment sales team is seeking a driven, detail‑oriented Executive Assistant to provide full‑spectrum support across business operations, deal execution, and administrative coordination. This role combines traditional executive assistance with transaction management, marketing coordination, and back‑office oversight.

• Manage calendars, schedule internal and external meetings, and coordinate complex travel itineraries.
• Monitor and triage emails, ensuring prompt responses and maintaining organized inboxes.
• Draft, proofread, and manage outgoing correspondence; handle confidential documents with discretion.
• Submit expense reports and track budgets using firm‑approved systems.
• Maintain contact databases across Outlook, CRM platforms, and distribution lists.
• Set up and manage reminders, follow‑ups, and task‑tracking systems for time‑sensitive deliverables.
• Coordinate personal administrative items such as travel reimbursements, expense spreadsheets, and recurring payments as needed.

• Draft and process brokerage agreements, commission invoices, and NDA documents.
• Coordinate deal‑room setup and grant data access to clients, investors, or brokers.
• Maintain CRM deal records (e.g., Salesforce) through each transaction stage.
• Liaise with internal accounting and compliance teams to submit deal splits and co‑broker documentation.
• Pull and organize comparable sales data to support fee calculations and proposals.
• Coordinate closing deliverables, assist with post‑closing Linked In announcements, and track fee receipts.

• Prepare and edit offering memoranda, pitch decks, proposals, and financial analyses for client presentations.
• Maintain marketing templates, master agreements, and presentation materials.
• Track contacts of interest and maintain city‑specific relationship lists to streamline business development and travel planning.
• Organize closing dinners, client happy hours, and team events.
• Manage direct outreach lists and email campaigns to promote new listings or updates.
• Prepare thank‑you notes, invitations, and introductory communications.
• Flag emails requiring follow‑up and track task completion across the team.
• Create call lists and calendar reminders for key commitments and client follow‑ups.

• Bachelor’s degree in Business, Real Estate, or a related field (preferred).
• 3+ years of administrative or operations experience in real estate, finance, or professional services.
• Proficient in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word); proficiency with Adobe Creative Suite (Acrobat, InDesign, Photoshop) is ideal.
• Strong writing, organization, and multitasking skills with a high degree of initiative.
• Familiarity with CRM tools (Salesforce and CoStar) preferred.
• Ability to handle sensitive information discreetly and communicate professionally with clients and team members.

• Competitive base salary commensurate with experience.
• Performance‑based bonus eligibility.
• Comprehensive benefits package including health, dental, and vision insurance.
• Paid time off and professional development support.

This role is ideal for a high‑performing professional who thrives in a structured yet entrepreneurial setting. The Executive Assistant will be the organizational anchor of a fast‑moving brokerage team—ensuring that deals close smoothly, lead brokers’ mailboxes, travel schedules, and calendars are managed efficiently, clients are engaged, and internal operations run seamlessly.

• Associate

• Full‑time

• Administrative