Executive & Operations Assistant

Executive & Operations Assistant

Metropolitan Realty LLC / MRM Property Group

Position Details

Location: Ridgewood, Queens, NY -- in office

Job Type: Full-time

Compensation: $55,000-$65,000 per year (salary, commensurate with experience)

Schedule: Monday-Friday, standard business hours

Benefits: Health insurance reimbursement, IRA contribution, paid time off, paid holidays, annual performance reviews

Reports To: Senior Management

About Metropolitan Realty

Metropolitan Realty is a family-owned real estate development and property management firm based in Ridgewood, Queens. We own and manage a diverse portfolio of commercial office, retail, industrial, and free-market residential properties -- including the Bohack Square building -- and self-perform construction and renovation through our affiliated company, MRM Property Group, led by a licensed general contractor. We run our own buildings, execute our own work, and hold a high standard for how our properties look and operate. We are actively growing our portfolio across northern Queens.

The Role

The Executive & Operations Assistant provides direct administrative and operational support to the Management team. This role manages the executive’s schedule, company communications, and day-to-day administrative functions. The position requires strong organizational skills, professional written and verbal communication, and the ability to manage multiple priorities simultaneously.

Key Responsibilities

Scheduling & Calendar Management

- Manage the management team's calendar, including scheduling and coordinating meetings with lenders, brokers, attorneys, contractors, and other business contacts.

- Maintain the company-wide Outlook calendar, including compliance deadlines, vendor appointments, and internal team commitments.

- Handle meeting logistics: confirmations, reminders, rescheduling, and preparation of required materials.

- Prepare daily and weekly schedule summaries for the management team.

Communications Management

- Monitor and manage the main company inbox;
triage incoming messages, draft responses, and handle routine correspondence.

- Answer office phones, log all calls and voicemails, and route or respond as appropriate.

- Draft professional correspondence on behalf of management, including emails and letters to lenders, brokers, tenants, vendors, and attorneys.

- Track outstanding communications and follow up to ensure timely responses.

Meeting Preparation & Follow-Up

- Prepare briefing materials prior to meetings, including relevant documents, counterparty background, and a summary of open items.

- Attend meetings as needed to take notes and document action items.

- Distribute meeting notes and follow up with internal staff and external parties to ensure commitments are completed.

Business Development Support

- Maintain contact lists and deal pipeline, including lenders, brokers, prospects, and acquisition targets.

- Conduct property research, pull comps, and assemble document packages in preparation for acquisition and financing meetings.

- Keep available-unit listings current and route leasing inquiries to the appropriate team members.

Operations & Compliance

- Maintain the compliance calendar: NYC Local Law deadlines, RPIE and storefront registration, ICAP renewal, and Con Edison/National Grid meter updates.

- Schedule and coordinate recurring vendor services: elevator maintenance, FDNY/CAT1 inspections, sprinkler certification, exterminator, HVAC service, and snow removal.

- Monitor lease expiration dates and notify management of upcoming renewals.

- Manage Yardi Breeze: track open maintenance tickets, outstanding payments, and repair follow-ups.

- Reconcile company credit card charges, collect receipts, and maintain the reconciliation binder.

- Maintain operational records: building access logs, key and key-card inventory, tenant vehicle and appliance lists, and the subcontractor log.

Research & Technology

- Utilize AI tools, including Claude, for drafting, research, and record-keeping to improve office efficiency.

- Conduct market and prospect research to support the company's acquisition activities in northern Queens.

- Maintain the company website, including property listings, photos, and contact information.

Qualifications

- Minimum 2 years of experience in an administrative, office management, or operations support role;
real estate experience preferred.

- Strong written and verbal communication skills;
ability to draft professional correspondence independently.

- Highly organized with demonstrated ability to manage multiple priorities and meet deadlines without close supervision.

- Proficient in Microsoft Office (Outlook, Word, Excel);
experience with Yardi Breeze is a plus.

- Comfortable with AI tools and technology;
willingness to learn and adopt new systems.

- Discreet and professional;
capable of handling confidential business information appropriately.

- Flexible and willing to take on tasks outside the formal job description as business needs evolve.