Commercial Property Executive Assistant

Commercial Property Executive Assistant

New York, NY

The ideal candidate is a highly organized, tech-savvy professional with 2+ years of executive support experience who thrives in a fast-paced, high-stakes environment. They should be equally comfortable managing complex calendars, preparing polished communications, and handling sensitive legal and financial information with complete discretion. A strong command of Microsoft Office and AI tools like Claude, ChatGPT, and Copilot is essentialthis person reaches for technology instinctively to work smarter and faster. Ideally, they have a background in commercial real estate, asset management, or financial/legal services, though what matters most is their ability to anticipate needs, push through obstacles, and close projects independently without losing accuracy or attention to detail. Above all, we want someone who is trustworthy, adaptable, and relentlessly persistent.

Key Responsibilities

• Manage complex executive calendars, coordinate meetings across time zones, ensuring effective scheduling and communication
• Draft, format, proofread, and distribute professional email communications, memos, reports, and presentations to institutional-quality standards
• Maintain organized filing systems, both digital and physical, for important documents, correspondence, and sensitive legal and financial records
• Make travel arrangements and prepare and process expense reports in a timely/accurate manner
• Assist with monthly reporting processes, including compiling data, preparing summaries, and supporting follow-up communications for senior leadership
• Provide general administrative support to the executive team, helping manage day-to-day priorities and tasks
• Maintain confidentiality while handling sensitive company, legal, financial, and personal information for executives
• Collaborate in coordinating office events, maintaining office supplies, and managing the day-to-day office environment
• Anticipate needs, troubleshoot issues, and provide creative solutions for day-to-day operational challenges
• Support legal filings and notarizations

Qualifications

• Bachelor's degree required
• 2+ years of administrative or executive support experience in a fast-paced, high-stakes environment
• Experience in commercial real estate, asset management, receivership, legal services, or financial services (not required but would be preferred)
• Strong verbal and written communication skills, with the ability to interact professionally with executives, colleagues, and external stakeholders
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Proficient in AI Tools (Claude, ChatGPT, CoPilot) to accelerate research and generate summaries
• Exceptional ability to manage multiple tasks and prioritize effectively, meeting deadlines without sacrificing accuracy or detail
• High level of accuracy in managing schedules, preparing documents, and tracking tasks
• Ability to maintain discretion and confidentiality when handling sensitive company and personal information
• Ability to support recurring reports, track deadlines, and present information clearly and accurately for senior stakeholders
• Flexibility to adjust to changing priorities, shifting deadlines, and executive needs
• Comfortable working independently as well as collaboratively within a team environment
• Familiarity with project management tools or other office software

Who You Are

• Relentlessly persistent: hit a roadblock, find another routeyou don't come back without an answer
• Fast and focused: close a high volume of projects daily without sacrificing accuracy
• Tech-native: reach for AI tools instinctively and know how to get the most out of them
• Trustworthy: colleagues, executives, and counterparties rely on you completely
• Independent: once briefed, own the project through to resolution

Pay Range

$85,000 - $95,000 USD