About the Role
We are seeking a proactive, resourceful, and highly organized Executive Assistant to support executive leadership within a fast-paced commercial real estate firm. This role supports the Designated Broker and leadership team by managing day-to-day operations, coordinating property and brokerage activities, and ensuring smooth execution of business priorities.
This position requires exceptional attention to detail, strong communication skills, and the ability to manage multiple moving parts while maintaining professionalism and confidentiality.
You will play a critical role in supporting brokerage operations, managing communications, coordinating compliance tasks, and serving as a strategic partner to the executive team.
Key Responsibilities
Executive Support & Operations
- Manage executive calendars, inboxes, meetings, and daily priorities
- Handle call screening, CRM logging, and professional correspondence
- Prepare meeting materials, PowerPoint presentations, and briefing notes
- Coordinate internal huddles, agendas, and follow-ups
- Assist with confidential business files, contracts, and LLC documents
Brokerage & Compliance Support
- Track CE hours, licenses, renewals, insurance, and compliance tasks
- Maintain broker forms, templates, and internal systems
- Support document execution workflows (DocuSign, internal systems)
- Update listings, marketing materials, and transaction records
- Help manage preventative maintenance schedules and vendor coordination
Project & Property Coordination
- Support property management tasks such as vendor requests, maintenance follow-ups, and bid coordination
- Assist with tenant improvement coordination, building tracking, and contract renewals
- Help prepare marketing decks, market research briefs, and client communications
Administrative Excellence
- Organize digital files and OneDrive folders
- Create SOPs and streamline workflows
- Assist with newsletters, holiday cards, client gifts, and event support
- Provide occasional personal assistance (travel reservations, scheduling, errands)
Who You Are
- A polished communicator with exceptional professionalism
- Obsessed with organization, accuracy, and follow-through
- Tech-savvy and eager to learn platforms like CRM tools, DocuSign, Monday.com, and automation workflows
- Able to anticipate needs and proactively solve problems
- Skilled at handling sensitive information with discretion
- Calm, confident, and reliable in a fast-moving environment
Qualifications
- 3+ years as an Executive Assistant, preferably supporting executives or brokers
- Experience in commercial real estate, property management, or brokerage is a strong plus
- Advanced organizational and multitasking skills
- Strong command of written and spoken English
- Proficiency with Microsoft Office Suite & collaboration tools
- Experience with CRM systems and online workflow tools
- Ability to work US business hours
Why You'll Love This Role
- Work closely with senior leadership and directly influence operations
- Join a collaborative, driven, high-performance team
- Opportunity to expand into operations, compliance, or marketing support
- Dynamic role with variety — no two days look the same
This is a 100% Remote job
Up to $6/hr
Full time
