Administrative Assistant

Tishman Speyer creates vibrant destinations and dynamic environments that inspire innovation and connected communities. As a diversified developer, operator, and investment manager of top-tier real estate in 33 markets across the globe, our business choices are driven by the belief that real estate should unlock human potential. Tishman Speyer’s diversified portfolio spans market rate and affordable residential communities, premier office properties and retail spaces, industrial facilities, and mixed‑use campuses.

We create state‑of‑the‑art life science centers through our Breakthrough Properties joint venture, and foster innovation through our strategic proptech investments. By combining global perspective with local expertise, and a personalized approach, we are able to anticipate our customers’ evolving needs. We were the first real estate company to introduce asset‑wide amenity services through our ZO platform, and the first traditional real estate company to create its own flexible space and coworking brand, Studio.

Since our founding in 1978, Tishman Speyer has acquired, developed, and operated 576 properties, totaling 233 million square feet, with a combined value of over $131 billion (U.S.). Tishman Speyer currently has approximately $65 billion in assets under management, including iconic properties such as New York City’s Rockefeller Center, São Paulo’s Torre Norte, The Springs in Shanghai, Paris Bourse in Paris and Frankfurt’s Opern Turm and Taunus Turm.

Tishman Speyer seeks an experienced Administrative Assistant to provide comprehensive administrative and finance‑operations support to senior leadership. In this role, you would provide executive support as well as operational logistics including responsibility for financials, invoice processing, and billing.

The successful candidate will be highly organized, detail‑oriented, and technically fluent, comfortable moving between managing an executive’s calendar and reconciling a ledger in the same day. The role requires expert‑level proficiency in Microsoft Outlook, hands‑on financial administration experience, and the ability to coordinate across multiple departments and external stakeholders while maintaining strict confidentiality.

• Manage executive calendar(s) with expert‑level proficiency in Microsoft Outlook, including scheduling complex meetings with multiple participants, resolving conflicts, and coordinating across time zones.
• Administer Outlook mailbox management, including email organization, distribution list management, and archive procedures.
• Arrange and coordinate meetings, including video conferences, in‑person gatherings, and off‑site events; manage meeting logistics, room bookings, catering, and attendee communications.
• Plan and execute off‑site meetings and department events, including venue selection, travel arrangements, and agenda coordination.
• Prepare materials, reports, and correspondence on behalf of executive leadership; maintain confidentiality at all times.
• Serve as liaison between executive leadership and internal departments; manage ad‑hoc requests and priorities.
• Collaborate with other executive assistants supporting senior leadership to align priorities and streamline administrative processes.
• Perform general office management tasks, including supply ordering, scheduling maintenance, and maintaining office space.

• Support the preparation, monitoring, and reporting of departmental budgets and forecasts.
• Process invoices end‑to‑end in Basware, ensuring accuracy, appropriate approvals, and timely payment.
• Manage billing cycles, reconcile accounts, and resolve discrepancies with internal teams and vendors.
• Review, track, and process invoices…