Real Estate Admin Assistant

Position: Real Estate Admin Assistant


Duration: 7 months


Location: 3000 Internet Blvd. Suite 570 Frisco, TX 75034


This is an Onsite role

Specific Responsibilities Include
• Assist with internal/external meetings and conference presentation preparation by coordinating calendar invites, distributing meeting materials and follow up notes
• Report generation, note taking and action item list creation and distribution for all RE meetings including client and Deal Team calls
• Assist with travel arrangements, conference registration and complete expense reports for SVP, Directors, Managers and Analysts in Real Estate Department
• Lucernex support and maintenance to include site creation, document uploads, milestones, and special report creation
• Maintain Outlook calendars to reflect SVP of RE, Directors, Managers and Analysts travel, vacation, out of office schedules
• Compose correspondence, presentations, Lucernex reports and other documents and reports upon request by SVP of Real Estate
• Update miscellaneous data tracking forms in the respective Word or Excel document on quarterly or annual basis
• Real Estate Committee (REC) maintenance to include calendar invites and reminders
• Generate REC memo with Proforma information for each REC project/Capital Release
• Notify internal/external partners of REC outcome and maintain library of REC approved deals and associated client approvals
• Manage company LinkedIn posts to highlight activity and accomplishments of GRREP, projects and clients
• Coordinate GRREP registration for trade shows and conferences including booths/exhibitions, shipping of materials and corporate gifts as well as hotel and travel arrangements
• Serve as real estate communication link between home office and field offices
• Perform duties associated with hiring including scheduling interviews, arranging travel, and coordinating new hire information with IT and HR
• Generate and distribute execution versions of documents using DocuSign
• Answer phones as necessary


In addition, the Executive Admin will be or have:
• Strict attention to detail while being able to prioritize appropriately
• Learning agile, able to adapt quickly and appropriately in accordance with the constant evolution of the firm, industry and technology.
• Collaborative and energized by the open exchange of ideas
• Maintain accountability and accept responsibility


Skills & Experience Required
• High School diploma with additional vocational or collegiate education preferred
• Minimum three years related Administrative Assistant experience
• Excellent instincts, common sense and judgment around confidentiality given sensitive nature of content
• Ability to multi-task and work and succeed in a fast-paced environment
• Tech savvy and superior computer skills, including but not limited to Microsoft Office, Outlook, Word, Excel, Power Point and DocuSign
• Experience managing calendars in different time zones
• Excellent interpersonal, organizational, communication and problem-solving skills
• High level of attention to detail and accuracy, extremely organized, very detail oriented and extremely thorough while having the confidence and communication skills to ensure work processes are completed accurately and appropriately
• Ability to effectively and maturely communicate and collaborate with diverse personalities in all levels of management, as well as outside vendors and clients
• Role requires presence in the office during standard office hours