Administrative Assistant

We are seeking an organized, proactive Executive Assistant to act as a true right hand to our Chief Executive Officer. Our real estate firm covers the entire lifecycle of property, including development, acquisition, property management, and sales. A main focus of this role is maintaining clear routines to track team deadlines, keeping projects on schedule, and making sure everyone—from internal staff to outside partners—knows what needs to get done.

Key ResponsibilitiesCalendar and Schedule Management: Handle the CEO's calendar, manage meeting requests, and ensure day-to-day operations run smoothly.Meeting Execution and Action Items: Attend meetings with the CEO, take accurate notes, and immediately extract clear actionable items.Departmental Oversight and Tracking: Develop and maintain practical systems to track company deliverables. Follow up consistently with department heads and team members to ensure everyone understands their responsibilities and meets their deadlines on a recurring schedule.Internal and External Communication Hub: Serve as a reliable bridge between the CEO, employees, and outside professionals. Relay key messages from staff up to the CEO and pass directives back down clearly and effectively.Departmental Support: Adapt quickly to the specialized software platforms used across our different divisions, helping pull reports or track information as needed.

Qualifications and RequirementsReal Estate Experience Required: Prior experience working within the real estate industry is required, as understanding the basics of development, property management, and acquisitions is essential for this role.Software Adaptability: Ability to learn and navigate various industry-specific platforms easily. Our departments use specialized software ranging from property management tools like Yardi to construction management platforms and HUD-compliant software for subsidized housing. Flexibility with new technology is key.Organizational and Tracking Skills: Proven track record of creating simple, effective systems to keep projects, tasks, and team members on schedule.Communication Skills: Excellent written and verbal communication skills, with the ability to deal professionally and effectively with colleagues, department heads, and third-party vendors.Discretion and Reliability: High level of integrity, professional maturity, and ability to handle confidential company information.