Executive Administrative Assistant (Commercial Real Estate)

A renowned real estate broker is seeking an Executive Administrative Assistant to join a successful Manhattan Commercial Real Estate Team. The Executive Administrative Assistant will work directly with the Real Estate Broker to facilitate the smooth and efficient functioning of the Broker’s daily business operations and maximize productivity. The assistant will have the opportunity to gain vast exposure to the commercial real estate industry. The candidate must have the ability to work in a fast-paced, high-pressure environment.

Main Responsibilities Include:

• Answer, log, and prioritize calls according to the Broker's guidelines
• Monitor and prioritize Broker's emails. Diligently work with the Broker throughout the day to ensure all emails are responded to or disseminated to the appropriate party in a timely fashion
• Alert Broker immediately of calls or emails that are of significant importance, whether Broker is on site or in the field
• Remain current on Broker's ongoing transactions and prevalent areas of focus to properly prioritize all calls, emails, meetings, and persons of significant interest
• Maintaining Broker's calendar, including scheduling of meetings and conference calls, and preparing Broker with all relevant materials and information for each meeting and appointment
• Reviewing Broker's scheduled meetings, appointments, and conference calls in advance, allowing appropriate time for preparation
• Securing travel arrangements and developing comprehensive travel itineraries that are clearly detailed and easily accessible to Broker
• Preparing accurate correspondence and other presentations as needed
• Receiving incoming mail and faxes, determining their priority level, and disseminating to the appropriate personnel
• Organizing and maintaining a filing system that ensures quick and easy access to information when responding to requests from the Broker
• Maintain an accurate database of all contacts, including phone numbers, emails, addresses, and other relevant information
• Managing office technology with support from the IT team
• Assisting with special projects as needed
• Interfacing professionally with in-house IT, HR, and all other persons both inside and outside of the company
• Assist other Brokers on the team as needed
• Maintain social media editorial calendar using existing media, staying abreast of trends
• Adapt and expand responsibilities over time as the role evolves to support changing business goals and organizational needs

Key Competencies

• Organizational and planning skills
• Excellent communication and customer service skills
• Information gathering and monitoring skills
• Problem analysis and problem-solving skills
• Judgment and decision-making ability
• Self-motivated
• Confidentiality of proprietary and other information
• Works well on a team
• Attention to detail and accuracy
• Adaptability

Desired but not required:

• Bachelor's degree
• Experience in the real estate industry

Minimum experience and software skills:

• 2-3 years of relevant experience providing support at a high level
• Proficient computer and internet skills
• Proficient in Microsoft Office Suite
• Proficient in Adobe Acrobat Pro
• Working knowledge of Adobe Creative Suite or willingness to learn
• Knowledge of standard office administrative practices and procedures
• Extremely organized, with the ability to manage multiple agendas at once

Industry

• Real Estate

Employment Type

Full-time

Salary Expectation

$65,000–$78,000 - Compensation based on experience