Retail Executive Assistant

LHH is seeking a Real Estate Executive Assistant to support a high-performing Retail Division within a confidential commercial real estate organization. This is a direct hire opportunity for an experienced administrative professional who thrives in a fast-paced environment, manages multiple priorities with ease, and provides high-level support to busy brokers.

This role is essential to keeping daily operations running smoothly, allowing brokers to stay focused on client relationships, property marketing, and active transactions.

Responsibilities

• Prepare professional correspondence, proposals, listing agreements, and transaction-related documents
• Manage calendars for multiple brokers, coordinating meetings, tours, and internal/external events
• Provide front-office support as needed, including greeting visitors and coordinating lunch orders
• Maintain tracking systems for time-sensitive items such as licenses, certifications, and critical documents
• Conduct demographic research and identify market trends and opportunity areas for clients
• Assemble executive-level presentation materials, including real estate committee packages and market tour books
• Utilize GIS and public records resources to obtain ownership, tax, and property information
• Edit site plans, maps, and visuals using design and screen-capture tools
• Support transaction processes by gathering closing-related documentation and coordinating with vendors
• Manage commission invoicing with accuracy and discretion
• Maintain licensing and professional affiliation records for brokers
• Partner with marketing teams to ensure accurate listing placement and signage coordination
• Assist with expense reports, budgeting support, and additional administrative needs

Additional Support Responsibilities

• Maintain client, contact, and prospect databases
• Assist with prospect research and targeted list development
• Coordinate travel, lodging, and transportation as needed
• Manage professional memberships and renewals
• Provide backup administrative or reception support
• Assist with occasional errands or limited executive coordination

What Makes You a Strong Fit

• Highly organized with the ability to manage competing priorities and deadlines
• Strong interpersonal and customer service skills
• Clear, professional written and verbal communication
• Proactive, adaptable, and solutions-oriented
• Proven ability to handle confidential information with discretion

Technical Skills & Tools

• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Experience with internet research, mapping tools, and commercial real estate platforms
• Familiarity with visual editing or markup tools is a plus
• Ability to learn new systems quickly and provide seamless support

Qualifications

• Associate degree required; Bachelor’s degree preferred
• 5+ years of executive, administrative, or real estate support experience
• Commercial real estate or professional services experience strongly preferred
• Notary commission or willingness to obtain
• Experience creating brochures, maps, and marketing materials
• Valid driver’s license with ability to support occasional local trave