Administrative Assistant, Business Development

Job Description

Job Description

Position Title: Administrative Assistant, Business Development

About Reef:

Reef is a Utah-based vertically integrated investment and development firm founded in 2005. Reef's team is currently involved in some of the most prominent development transactions in Utah and other targeted geographies across the United States.

Built on two decades of success, our investment approach combines proven expertise with purposeful innovation. Reef's team has completed more than 500 transactions across all lines of business. In addition to our real estate investment strategy, Reef and/or affiliates own and operate various businesses that add significant long-term value to its projects. We have grown rapidly, growing from about 25 employees to well over 400, with managed assets on behalf of over 750 institutional and individual partners worldwide.

With the motto "Expect the Best," Reef's most prominent developments include Black Desert Resort, a $2 billion luxury resort in Ivins, Utah; Marcella, a luxury private golf community in Park City, Utah; Tributer Resort, Virginia's newest premier private lakeside golf destination; Cornerstone Club, a 5,000-acre residential community, private club, and resort in Telluride, Colorado; Sweetens Cove, a renowned and evolving golf destination nestled in the Tennessee Valley; and the restoration of the historic Coco Palms Resort in Wailua, on the island of Kauai, Hawaii.

At Reef, our mission is to recruit, develop, and retain entrepreneurial individuals who desire to build and create something long-lasting and meaningful. Our business enables bright, committed people to work in high-performing teams within an environment that allows each person to achieve their professional objectives. Reef values a strong culture dedicated to the health and well-being of our employees.

Position Summary:

Reef is seeking a highly organized and proactive Administrative Assistant to support daily operations and ensure efficient workflow across the Reef's Business Development team. This role is responsible for the support of the Business Development team through administrative coordination, CRM updates, meeting follow-up, event logistics, asset coordination, and organized communication, while ensuring requests and priorities are managed through BD leadership.

Responsibilities:

Administrative Support

• Provide general administrative support to the BD team and BD leadership, as directed by BD leadership.
• Handle special projects, tracking items, and miscellaneous tasks as assigned.
• Support BD members with administrative needs, while ensuring priorities and requests are aligned through the BD leadership
• Channel new or ad hoc requests from BD members through the BD leadership unless the task has already been pre-approved or delegated as part of a recurring process
• Provide ad hoc support for IR-related items when needed.

Meetings & Follow-Up

• Send agendas and manage recurring meeting invites.
• Take and distribute meeting notes.
• Track follow-up items and enter tasks into Evernote, Salesforce, or the appropriate system.
• Help ensure meeting follow-ups are organized, assigned, and visible to the appropriate team members.
• Flag upcoming deadlines, renewals, and follow-up commitments.

CRM & Tracking Support

• Enter and update Salesforce follow-ups, records, and tracking items.
• Help maintain client, prospect, partner, and referral records.
• Support CRM cleanup, data accuracy, and team usage.
• Assist with relationship audits, referral tracking, dashboards, and reporting templates.
• Update closed opportunities for RE, Sponsorship, & other
• Update closed opportunities for real estate, sponsorship, and other BD-related opportunities.
• Help ensure CRM updates are completed consistently and in alignment with BD team processes.

Asset Usage & Opportunity Coordination

• Coordinate BD asset usage opportunities, including golf, plane usage, tickets, concerts, sporting events, and hospitality opportunities.
• Track guest details, approvals, usage, and follow-up needs.
• Coordinate with the Director of BD Operations on asset usage tracking and reporting.
• Help ensure asset usage requests are properly documented and routed through the appropriate approval process.

Communication & Organization

• Maintain BD folders, calendars, templates, and shared resources.
• Send internal updates, reminders, marketing materials, and cadence emails as directed.
• Help keep materials easy to find and current.
• Support clear communication between BD team members, leadership, marketing, events, sales, and other cross-functional teams as needed.
• Escalate unclear requests or communication gaps to BD leadership for direction

Event & Hospitality Support

• Assist with summits, tournaments, team meetings, prospect events, and hospitality functions.
• Support logistics such as guest lists, schedules, catering, venues, materials, attendee details, and follow-up needs.
• Provide concierge-style support for prospects and event guests.
• Help coordinate off-site meetings and client entertainment.
• Support event-related communication and tracking in coordination with the Director of BD Operations.

Research & Materials

• Research potential clients, target markets, competitors, and industry trends.
• Prepare background information and materials for meetings.
• Help update BD collateral, one-sheets, decks, and event materials.
• Support preparation for prospect meetings, partner conversations, and internal strategy discussions.

Travel & Logistics

• Coordinate travel for BD team members as needed.
• Support logistics for meetings, roadshows, investor meetings, client entertainment, and BD-related events.
• Help organize schedules, itineraries, transportation, lodging, and related details when assigned.

Qualifications:

• High school diploma required; Bachelors degree preferred
• Previous experience working with business development, sales, or event teams is highly desirable
• Proficient use of technology, especially Microsoft Office and Google Suite
• 3+ years of previous administrative assistant/receptionist experience
• Great organizational skills with an exposure to AI
• Excellent interpersonal communication skills, both written and verbal, with the ability to problem solve

Company Benefits:

• 401(k) Plan with Company Match
• Generous Health Plan with HSA Match
• Flexible Paid Time-off
• Daily Company Lunches
• Cell Phone Service Allowance
• Discounts at Company-owned Resorts and Golf Courses