Executive Assistant

We are partnering with a well-established, family-owned organization in Charlotte, NC to identify a highly organized, proactive, and detail-oriented Executive Assistant. This individual will play a key role in supporting the retail division by providing administrative and operational assistance with the highest level of professionalism, confidentiality, and attention to detail. The ideal candidate is a resourceful self-starter who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in delivering exceptional support to internal teams and external partners.

The Executive Assistant will provide comprehensive administrative support to a team of retail real estate professionals, including coordinating day-to-day operations, managing schedules and communications, preparing client-facing materials, and supporting transaction-related activities. This role requires strong organizational skills, exceptional attention to detail, excellent communication abilities, and the discretion to handle sensitive information while ensuring the team remains organized, efficient, and well-supported.

Key Responsibilities

Administrative & Executive Support

• Manage calendars, meetings, travel arrangements, and daily schedules for multiple team members
• Prepare correspondence, proposals, presentations, listing agreements, contracts, and other business documents
• Coordinate department meetings, client events, luncheons, and market tours, including planning, setup, and follow-up
• Prepare and submit expense reports and assist with annual budget planning activities
• Maintain records, contact databases, and organizational files
• Track expiration dates and renewals for licenses, memberships, passports, certifications, and other important documents
• Provide occasional front desk or reception support as needed

Real Estate & Market Research Support

• Create market reports, aerial maps, demographic analyses, drive-time studies, and retail market presentations
• Utilize mapping and geographic information systems (GIS) tools to identify property information, ownership records, tax data, and market trends
• Maintain territory maps highlighting client locations, competitors, retail centers, and key market developments
• Assemble materials for real estate committee reviews, site evaluations, and property tours
• Conduct research and compile data to support site selection and market analysis efforts

Transaction & Project Coordination

• Assist with collecting and organizing documentation required for real estate transactions and project milestones
• Coordinate with municipalities, consultants, brokers, attorneys, and vendors to obtain reports, permits, surveys, and related documentation
• Manage commission invoicing and maintain accurate transaction records
• Coordinate listing information and ensure timely communication with internal marketing teams regarding property promotions and signage needs

Team & Client Support

• Develop and maintain strong working relationships with colleagues, clients, vendors, and industry partners
• Assist with prospecting efforts, database searches, and client list management
• Support special projects and administrative initiatives as needed
• Handle confidential business information with discretion and professionalism

Qualifications

Required

• Associate degree
• Minimum of 5 years of experience in an executive assistant, administrative assistant, or similar support role
• Valid driver's license
• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
• Excellent organizational, time management, and multitasking abilities
• Strong written and verbal communication skills
• Ability to manage competing priorities and meet deadlines in a fast-paced environment

Preferred

• Bachelor's degree
• Experience supporting commercial real estate, development, brokerage, or professional services teams
• Familiarity with GIS, mapping software, demographic research tools, and commercial real estate databases
• Experience with Google Earth, Publisher, Photoshop, or similar design and mapping applications
• Notary certification

Key Competencies

• Exceptional attention to detail and accuracy
• Strong interpersonal and relationship-building skills
• High level of discretion and confidentiality
• Resourceful problem-solving abilities
• Customer-service mindset
• Ability to work independently while collaborating effectively with a team
• Adaptability and flexibility in a dynamic environment

Position Details

• Full-time, on-site position
• Monday through Friday schedule
• Occasional overtime or weekend support may be required based on business needs
• Limited travel may be required