We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide administrative and operational support to our Asset Management team. The ideal candidate will play a critical role in ensuring the efficient management of commercial real estate portfolios, lease documentation, tenant communications, and executive-level coordination.

This role requires a strong understanding of administrative functions, outstanding administrative skills, and the ability to handle sensitive information with discretion and professionalism.

Job Function:

Key Responsibilities:

Administrative Support:

Manage calendars, schedule meetings, coordinate appointments, and handle travel arrangements for the Assist Management Team.
Prepare and process expense reports, invoices, purchase orders, and check requests.
Draft, proofread, and format business correspondence, reports, lease documents, and presentations.
Organize and maintain physical and digital filing systems, including lease records, vendor contracts, compliance documents, and tenant correspondence.

Property/Lease Management Support:

Assist with lease abstracting, tracking key lease dates (e.g., expirations, options, rent increases), and ensuring lease compliance.
Prepare lease summaries, renewal notices, rent rolls, and CAM (Common Area Maintenance) reconciliations.
Monitor lease obligations and coordinate communication with tenants regarding rent payments, renewals, repairs, and notices.
Help manage vendor relationships, including obtaining bids, maintaining insurance certificates, and coordinating service contracts.

Project & Operational Support:

Assist in the coordination of property inspections, maintenance schedules, capital improvement projects, and tenant build-outs.
Track project timelines, budget updates, and deliverable status.
Support budget preparation and forecasting by collecting financial data and compiling reports.

Communication & Client Service:

Serve as a point of contact for internal stakeholders, tenants, vendors, and service providers.
Respond to tenant requests and escalate maintenance issues or lease disputes as appropriate.
Help prepare tenant newsletters, notices, or announcements.

Job Requirement:

Qualifications:

Required:

3–5 years of experience as an Executive Assistant, Administrative Assistant, or Coordinator, preferably in real estate, property management, or lease administration.
Strong knowledge of office procedures, documentation standards, and calendaring tools.
Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint), MRI, and document management systems.
Excellent organizational, time management, and multi-tasking skills.
Ability to work independently, take initiative, and prioritize tasks in a fast-paced environment.

Preferred:

Experience with Yardi, MRI, CoStar, VTS, or similar property management/lease administration platforms.
Familiarity with real estate terms, lease abstracts, and CAM reconciliations.
Notary Public certification (optional but a plus).

Key Competencies:

High attention to detail and accuracy
Discretion and integrity when handling confidential information
Strong written and verbal communication skills
Collaborative team player with a proactive mindset
Ability to anticipate needs and problem-solve independently

Executive Alliance

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