Executive Assistant

Position Overview

We are seeking a highly organized, proactive Executive Assistant / Commercial Real Estate Transaction Coordinator to support a senior commercial real estate executive and related business and operating entities.

This role combines executive support, transaction coordination, lease administration, client support, entity administration, investor communication, and real estate operations. The ideal candidate is detail-oriented, comfortable managing multiple priorities, and able to anticipate next steps and keep projects moving with minimal supervision.

Executive & Administrative Support

• Manage email, calendar, appointments, contacts, correspondence, and phone screening.
• Organize and save client, property, entity, and transaction documentation.
• Prepare materials for meetings and upcoming appointments.
• Respond to routine communications when appropriate and help keep open items moving.
• Handle confidential business, financial, investor, and transaction information.

Commercial Real Estate Transaction Support

• Maintain active, pending, and closed transaction files.
• Track critical dates, deadlines, and outstanding items.
• Prepare and coordinate documents such as Listing Agreements, LOIs, proposals, Purchase Agreements, counteroffers, and lease-related documents.
• Coordinate signatures, showings, title work, due diligence, and closing-related items.
• Work with title companies, surveyors, environmental consultants, brokers, clients, and vendors.
• Prepare invoices, commission/disbursement documentation, comps, and deal closeout materials.
• Maintain the Tickler Spreadsheet and regularly monitor upcoming lease expiration dates.

Listing, Research & Client Coordination

• Prepare listing agreements and coordinate listing documentation and marketing materials.
• Work with internal research and marketing staff to gather comps, property information, BOVs, listing packages, and market research.
• Support key corporate clients including Dematic, Trane, STAG, CORE, and Glen Una.
• Maintain current commission agreements and assist with ongoing client assignments.

Lease, Entity & Investor Administration

• Manage tenant leases for related entities.
• Track lease terms, expirations, renewals, rent increases, and other critical dates.
• Confirm rent receipt, copy and deposit rent checks, save bank statements, pay entity bills, and coordinate property tax payments.
• Maintain entity, tenant, investor, ownership, and investment records.
• Coordinate K-1 distribution and assist with investor and partner communications.
• Gather year-end entity information for tax return preparation.

Compensation & Benefits

• Competitive pay
• Company-sponsored health insurance
• Entrepreneurial company culture

Qualifications

• 5+ years of executive assistant experience required.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple transactions, clients, deadlines, and priorities at once.
• Excellent written and verbal communication skills.
• Strong follow-through and ability to work independently.
• Ability to handle confidential information with discretion.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Commercial real estate knowledge or experience is helpful.
• Active real estate license preferred, or willingness to obtain one.

Ideal Candidate

The ideal candidate is proactive, dependable, and naturally organized. This person takes ownership, anticipates what needs to happen next, follows up on outstanding items, and helps ensure important deadlines and details do not fall through the cracks.

Job Type: Full-time

Benefits:

• Paid time off

Work Location: In person