Executive Assistant to Managing Principal

EXECUTIVE ASSISTANT / EXECUTIVE OPERATIONS COORDINATOR

Managing Principal | Chairman of the Board of Presidents | Brokerage Operations | Investments, Partnerships & Ventures | Personal Executive Support

About Lee & Associates Houston

Lee & Associates – Houston was founded in 2015 and has consistently been named one of Houston Business Journal's Top Brokerage Firms. We are a fully integrated commercial real estate company providing brokerage, property management, capital markets, and specialized industry expertise. Lee & Associates Houston is part of a national platform with more than 80 offices across the United States and Canada.

Our culture is built on entrepreneurial thinking, accountability, responsiveness, and delivering exceptional results for our clients.

Position Summary

Lee & Associates Houston is seeking an exceptional Executive Assistant / Executive Operations Coordinator to serve as the strategic right hand to our Managing Principal.

This is not a traditional Executive Assistant position. This role requires a highly capable individual who can operate as a trusted partner, anticipate needs before they are communicated, make sound decisions independently, and keep multiple businesses, investments, transactions, and personal priorities moving forward simultaneously.

The ideal candidate is highly adaptable, exceptionally organized, resourceful, resilient, and comfortable working in a fast-paced environment where priorities shift frequently and expectations are high.

Success in this position requires someone who learns quickly, takes ownership, follows through relentlessly, and thrives without needing extensive direction. The successful candidate will become an extension of the Managing Principal and be expected to proactively identify issues, solve problems, and execute at a high level.

This position supports five major areas of responsibility:

1. Managing Principal of Lee & Associates Houston
2. Chairman of the Board of Presidents for Lee & Associates
3. Personal Executive & Household Support
4. Commercial Real Estate Brokerage Operations and Transaction Support
5. Investments, Partnerships, and Related Business Ventures

Key Areas of Responsibility

1. Managing Principal Support

• Manage an active and constantly changing executive calendar

• Coordinate meetings, appointments, conference calls, and property tours

• Schedule internal and external meetings across multiple calendars

• Screen calls and visitors while ensuring urgent matters receive immediate attention

• Monitor and manage executive communications while out of office

• Flag time-sensitive emails and requests requiring action

• Maintain Outlook calendar, travel schedules, and out-of-office communications

• Coordinate and manage all business travel arrangements including flights, hotels, ground transportation, registrations and itineraries.

• Prepare executive briefing materials, agendas, reports, and presentations
• Take meeting notes and distribute follow-up action items
• Maintain executive files, folders, and records
• Manage confidential information with discretion and professionalism

2. Chairman of the Board Support

• Coordinate Board of Presidents meetings and communications
• Assist with preparation for Lee Summit and national meetings
• Manage travel, agendas, logistics, meeting materials, and follow-up items
• Track commitments, deadlines, initiatives, and action items
• Coordinate meeting registrations, accommodations, transportation, and schedules
• Ensure all supporting materials are organized and available in advance

3. Personal Executive Support

• Coordinate personal travel arrangements and itineraries
• Schedule personal appointments and recurring services
• Manage gift purchasing for clients, colleagues, family, and personal relationships
• Coordinate special events, celebrations, and personal obligations
• Assist with banking, expense management, and personal administrative tasks
• Coordinate tax documentation and records for personal accountants
• Handle personal errands and projects as needed
• Maintain strict confidentiality regarding personal matters

4. Brokerage Operations & Transaction Support

• Serve as primary administrative support for brokerage operations
• Track active deals, listings, proposals, and transaction milestones
• Add and maintain deals within company systems
• Update and maintain CRM databases, contact records, and reporting platforms
• Coordinate listing launches and marketing deliverables
• Serve as liaison between brokerage, marketing, research, and operations teams
• Manage flyer updates, listing materials, and ownership reports
• Coordinate property tours and client presentations
• Respond to property inquiries and broker requests
• Generate and distribute listing information and marketing packages
• Track listing activity and lead generation reports
• Monitor and maintain CoStar, Crexi, LoopNet, CommGate, Unreal, OneSource, and related platforms
• Review lead activity and ownership reporting
• Assist with pricing information, market intelligence, and property research
• Coordinate with virtual assistants and oversee delegated projects
• Assist with social media and executive brand visibility efforts

5. Investment Management

• Track investment partnerships and ownership interests
• Coordinate communications with accountants, attorneys, lenders, and investors
• Maintain records for partnerships, development projects, and investment entities
• Track K-1s, distributions, and tax documentation
• Prepare quarterly and annual financial reporting packages
• Coordinate bookkeeping information and accounting statements
• Assist with funding partnership tracking and reporting
• Monitor important filing deadlines and obligations
• Support investment research, development projects, and strategic initiatives

Administrative & Office Support

• Maintain organized electronic and physical filing systems
• Create and maintain folders for listings, clients, deals, projects, and investments
• Process invoices and coordinate payments
• Order office supplies and requested materials
• Coordinate food and logistics for broker meetings, principal meetings, and staff meetings
• Assist with company events and special projects
• Train and coordinate virtual assistants
• Provide front desk coverage as needed
• Maintain organized workspaces and administrative systems
• Perform additional projects and assignments as directed

What Success Looks Like In This Role

The person who succeeds in this role will:

• Learn quickly and adapt rapidly to the executive's working style
• Anticipate needs before they are communicated
• Take ownership without waiting to be asked
• Solve problems independently
• Follow through on commitments without reminders
• Remain composed when priorities change unexpectedly
• Be comfortable receiving direct feedback
• Operate with urgency while maintaining accuracy
• Manage multiple projects simultaneously
• Stay organized despite constant interruptions
• Be resourceful when information is incomplete
• Think several steps ahead
• Earn trust through reliability, consistency, and execution

Core Competencies

Executive Support & Leadership

• Executive-level calendar management
• Travel coordination and logistics
• Meeting preparation and follow-up
• Strategic prioritization
• Decision-making and sound judgment

Communication

• Exceptional written and verbal communication skills
• Professional presence and executive maturity
• Strong relationship-building abilities
• Ability to influence and coordinate across teams

Organization & Execution

• Outstanding planning and organizational skills
• Ability to manage multiple competing priorities
• Exceptional attention to detail
• Strong project management capabilities
• Consistent follow-through

Business Acumen

• Commercial real estate knowledge
• Financial and investment awareness
• Problem-solving and critical thinking
• Ability to balance speed with accuracy

Personal Attributes

• Highly proactive
• Resourceful and self-directed
• Resilient under pressure
• Flexible and adaptable
• Results-oriented
• Professional and discreet
• High sense of accountability
• Strong work ethic
• Positive attitude
• No-task-too-small mentality

Preferred Brokerage Responsibilities

Candidates holding an active Texas Real Estate Salesperson License are strongly preferred .

Licensed candidates may assist with:

• Communicating pricing and property information
• Assisting with transaction coordination
• Managing client and broker communications
• Supporting negotiations and deal execution
• Making informed decisions on routine transaction matters
• Serving as an extension of the brokerage team when the Managing Principal is unavailable

Qualifications

• 5+ years in commercial real estate experience, preferably supporting a senior executive, business owner, or C-suite leader

• Active Texas Real Estate Salesperson License preferred

• Experience supporting a high-volume producer or brokerage team

• Familiarity with CoStar, LoopNet, Crexi, CommGate, Unreal, and CRM systems

• Experience coordinating executive travel and complex schedules

• Knowledge of K-1s, investment reporting, and tax documentation

• Strong Microsoft Office proficiency including Outlook, Word, Excel, PowerPoint, and Teams

• Bachelor's degree preferred

Ideal Candidate Profile

This position is best suited for someone who enjoys supporting a highly entrepreneurial, fast-moving executive who values speed, efficiency, initiative, and results.

The ideal candidate is energized by solving problems, handling a wide variety of responsibilities, keeping momentum moving, and being the person who ensures nothing falls through the cracks.

If you are someone who naturally anticipates needs, takes ownership, adapts quickly, and finds satisfaction in helping a high-performing executive operate at their highest level, this role offers a unique opportunity to become an indispensable business partner.

Contact Information

Interested candidates should submit their resume and cover letter to:

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10497 Town & Country Way, Suite 700

Houston, Texas 77024

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