Administrative Assistant

Administrative AssistantWe are seeking a highly capable, discreet Administrative Assistant to support a business unit within a larger corporate environment. This role is ideal for a polished, detail-driven professional who thrives in a fast-moving setting and can seamlessly shift between running a meeting agenda, preparing an investor-ready presentation, and coordinating a complex multi-city trip. This individual brings a forward-thinking mindset, embraces AI as part of their daily workflow to streamline tasks and enhance productivity, and enjoys finding efficiencies to enhance department operations. This role requires full-time, on-site presence and involves regular movement between office areas, interaction with employees, site presence, interaction with visitors, and hands-on support of department operations.Key ResponsibilitiesBuild and distribute meeting agendas; coordinate calendars and scheduling across internal teams, clients, brokers, lenders, and outside counselPrioritize scheduling requests and protect leadership's time; coordinate with other assistants across the firmManage and prioritize the leadership inbox and calendar, flagging what's urgent and handling routine items independentlyDraft, proofread, and organize correspondence, contracts, and other documents, applying strong attention to legal and business detailsServe as a liaison between department leadership and internal teams, clients, vendors, and external partnersPrepare meeting materials (briefing memos, background research, and pre-reads) so leadership walks into every meeting fully preparedDesign, create, and edit polished PowerPoint decks for board meetings, investor updates, and client pitchesUse AI and Microsoft Copilot as part of your daily workflow to accelerate research, drafting, summarization, and document preparationArrange all business travel — flights, hotels, ground transportation, and detailed itineraries — with the ability to adjust quickly as plans changeCoordinate and plan client and investor meetings, tours, and dinnersPrepare expense reports; enter travel and other receipts for payment by the accounting departmentSupport the Asset Management team with onboarding of newly acquired assets — coordinating with third parties and internal teamsAssist with coordinating signatures for legal and transaction documentsApply sound business judgment when priorities shift or information is incompleteMaintain strict confidentiality across sensitive business, legal, and personal mattersHandle confidential tasks and additional projects as assigned, with occasional after-hours availabilityQualifications & Experience5+ years of experience as an Administrative Assistant, paralegal, or similar role supporting a leadership or attorneyParalegal background or certification preferred, though not required; comfort with contracts, correspondence, and legal-style documentsMust have demonstrated, hands-on fluency with AI tools — AI and Microsoft Copilot are our daily stack, and comparable experience transfers well. We are looking for practical daily use, not just familiarityAdvanced skills in PowerPoint and Word; able to produce and edit polished, board-ready materials independentlyProven experience coordinating complex domestic and international travelExceptional organization, follow-through, and written communication skillsHigh discretion and sound judgment when handling confidential business and personal informationExperience in commercial real estate is a plus, though not requiredBenefitsCompetitive base plus bonusHealth, Dental, Vision InsuranceLife Insurance and Long-Term Disability Insurance401k with Company Match529 College Savings Plan3 Weeks PTO (front-loaded)Paid HolidaysEqual Opportunity Employer Statement We are an equal opportunity employer and are committed to fostering a diverse and inclusive workplace. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other legally protected status. Reasonable Accommodation If you require a reasonable accommodation to complete any part of the application process or to perform the essential functions of the position, please contact us and let us know the nature of your request. Recruitment Fraud Notice Please be aware of recruitment scams. We will never request personal financial information or payment at any stage of the hiring process. All legitimate communication will come from an official company email address.