Executive Assistant

Job Summary

Provide high-level administrative, operational, and strategic support to the Business Unit Head in managing property management and leasing operations. Ensure smooth day-to-day execution, effective coordination across teams, and timely follow-up on key business initiatives.

Key Responsibilities

Executive Support

• Manage the Business Unit Head’s calendar, appointments, and travel arrangements
• Prepare agendas, presentations, and briefing materials for meetings and site visits
• Draft, review, and format reports, correspondence, and internal/external communications
• Track and follow up on action items, ensuring timely execution of decisions and initiatives
• Support the implementation of operational and maintenance programs

Operational Coordination

• Monitor and track key performance indicators (KPIs) for property management and leasing operations
• Maintain and organize leasing documentation, contracts, and agreements
• Coordinate with property managers, leasing teams, and other departments to ensure smooth operations
• Assist in budget preparation, expense monitoring, and operational reporting

Communication & Stakeholder Management

• Serve as a point of contact for internal and external stakeholders on behalf of the Business Unit Head
• Ensure timely dissemination of updates, reports, and meeting minutes
• Coordinate with legal, finance, and facilities teams on lease administration and compliance matters
• Monitor expenses, support cost control initiatives, and promote efficient resource utilization

Project Support

• Assist in special projects such as property acquisition, tenant engagement, and process improvements
• Track project timelines, milestones, and deliverables, and provide regular updates to management

Administrative & Compliance Support

• Maintain organized records of contracts, property files, and confidential documents
• Ensure compliance with company policies, regulatory requirements, and audit standards
• Support HR-related activities within the Business Unit, including onboarding, training coordination, and performance tracking

Qualifications

• Bachelor’s degree in Business Administration, Real Estate, Property Management, or a related field

• Minimum of 3–5 years of experience in executive support, administration, or operations

• Preferably with background in property management, real estate, leasing, or service-related industries

• Experience supporting senior leaders or business unit heads is an advantage

• Certification in Office Administration, Project Management, Real Estate Management, or Business Support is an advantage but not required