Real Estate Assistant

About the Opportunity:

This is an opportunity for an Executive Associate to support the CEO and a Senior Executive Associate within the commercial division of a boutique real estate company. The Associate’s primary role will be to manage and organize business operations across all lines. This role involves coordinating daily administrative tasks, handling scheduling, managing documents, and ensuring seamless communication for optimal efficiency. The successful candidate will have exceptional organizational skills, attention to detail, and a proactive approach to support the CEO in various responsibilities. This is an outstanding opportunity for an individual who is looking for a career path in commercial real estate.

About the Company:

Our client is a boutique retail real estate brokerage and advisory firm with over 20 years of experience in assisting buyers, sellers, landlords, renters, investors and retailers in lease and sales negotiations as well as strategic planning, market analysis, and dispositions.

Responsibilities:

Administrative and Scheduling Support

• Meeting Coordination: Schedule and organize meetings using tools like Zoom, ensuring all relevant parties are promptly informed and invited.
• Document Management: Maintain an organized repository on Google Drive to ensure essential documents are accessible and up-to-date.
• Reservations: Handle reservations for business meetings, travel, and other events.
• Note-Taking and Recap: Take detailed notes during meetings and provide concise recaps using tools such as Spiky and Google Drive.
• Follow-Up: Track emails and tasks with tools like Boomerang to ensure timely follow-up and completion.

Personal Support for CEO

• Travel and Appointment Coordination: Book travel and schedule appointments using Amex and Google Sheets.
• Home Management Assistance: Support personal tasks outside work-related appointments for the CEO.

Lines of Business Support

• Residential Leasing and Sales: Provide operational support for CEO and Senior Associate’s rental and sales clients, including exclusive leasing tasks with the team.
• Commercial Leasing Support: Draft and send bi-weekly owner reports, coordinate data, and provide admin support to commercial clients.
• Marketing Coordination: Work with the company marketing team to coordinate marketing materials, brochure setups, signage, and advertising for exclusives.
• Market Research and Analysis: Conduct market research, prepare analysis reports, and create property decks for on and off-market properties.

Communication and Correspondence

• Inbox and Communication Management: Manage email inbox and communication channels to prioritize correspondence.
• Drafting Documents: Prepare letters, memos, and other documents as needed.
• Real Estate News Updates: Monitor publications such as The Real Deal, Inman, Commercial Observer, and notify relevant teams of important updates.

Qualifications:

• Proven experience in an executive support role or administrative capacity.
• Proficiency with Google Suite (Drive, Sheets) and scheduling tools (Zoom, Boomerang).
• Strong organizational skills and high attention to detail.
• Ability to handle confidential information with discretion.
• Strong written and verbal communication skills.
• Self-motivated with the ability to work independently and as part of a team.

Things to Avoid:

• Clarity in Communication: Ensure clear communication to prevent misunderstandings.
• Discretion and Confidentiality: Maintain confidentiality at all times.
• Timeliness: Complete all tasks and assignments by the deadline to avoid delays.

Compensation:

$50,000 - $60,000, plus bonus potential

Full benefits package