Executive Assistant

Job Description

Job Description

About the Opportunity:

This is an opportunity for an Executive Assistant to join a well-established real estate investment firm. This individual will work closely with executive leadership, providing both administrative and operational support across day-to-day office functions, as well as assisting with communications and coordination related to new acquisitions.

The ideal candidate has prior experience in a real estate administrative role and understands the nuances of commercial real estate transactions. This is a highly visible role requiring someone who is sharp, industrious, and collaborative, with strong communication skills.

Responsibilities will include data entry, reception coverage, representing the firm professionally, and participating in key meetings with leadership. The right person is detail-oriented, proactive, and comfortable wearing multiple hats in a fast-paced environment.

Experience as a notary public is a plus. Exposure to construction administration and the ability to read blueprints is also highly desirable.

This is not a clock-watching role—there will be times, particularly around closings, where flexibility and availability beyond standard hours are expected.

About the Company:

Our client is a well-established real estate investment firm with nearly 40 years of experience, currently managing a portfolio of over 2 million square feet of office space across Manhattan, New Jersey, and Connecticut. The firm has a strong track record of acquiring and repositioning high-quality, well-located assets, and in recent years has expanded into premier, best-in-class properties throughout the tri-state area.

The organization places a significant emphasis on tenant experience, with a focus on service, retention, and helping tenants attract and retain top talent. Sustainability and green initiatives are also a key priority across the portfolio.

By combining high-quality assets with thoughtfully curated amenities and a forward-thinking approach to sustainability, our client continues to attract and retain top-tier tenants across its portfolio.

Role and Responsibilities :

• Scan and upload invoices and lease documents to the shared drive, as requested
• Enter and post tenant receipts in Yardi
• Upload invoices and lease documentation directly into Yardi for centralized recordkeeping
• Coordinate and schedule meetings via Outlook, Teams, and Zoom
• Order office supplies and IT equipment, as needed
• Prepare and manage DocuSign packages for lease-related documentation
• Maintain and update weekly AM meeting notes
• Take detailed meeting minutes when requested, ensuring timely follow-up and coordination with team members on action items
• Perform data entry and maintain records across Yardi and Excel
• Coordinate travel arrangements, as well as team lunches and dinners, as needed
• Construction Administration
• Manage incoming calls and provide front desk/reception coverage

Qualifications:

• 2+ years of experience in an Executive Assistant, Administrative Assistant, or Project Management role within real estate or construction
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Slides)
• Knowledge of Yardi Breeze (or willing to learn)
• Experience with Procore or other construction/project management software is a plus
• Notary Public certification is a plus, or willingness to obtain
• Strong desire to contribute to a high-performing, team-oriented environment
• Interest in commercial real estate, including acquisitions, transactions, and finance, is a plus
• Demonstrated work ethic, with a high level of drive, curiosity, and accountability
• Commitment to excellence and pride in producing high-quality work

Compensation, Hours, Location:

• $75,000 - $85,000, depending on experience
• Midtown Manhattan office location, M-F, 9-5:30
• This is a full-time, in office role