Commercial Property Executive Assistant

The ideal candidate is a highly organized, tech-savvy professional with 2+ years of executive support experience who thrives in a fast-paced, high-stakes environment. They should be equally comfortable managing complex calendars, preparing polished communications, and handling sensitive legal and financial information with complete discretion. A strong command of Microsoft Office and AI tools like Claude, ChatGPT, and Copilot is essential—this person reaches for technology instinctively to work smarter and faster. Ideally, they have a background in commercial real estate, asset management, or financial/legal services, though what matters most is their ability to anticipate needs, push through obstacles, and close projects independently without losing accuracy or attention to detail. Above all, we want someone who is trustworthy, adaptable, and relentlessly persistent.Key ResponsibilitiesManage complex executive calendars, coordinate meetings across time zones, ensuring effective scheduling and communicationDraft, format, proofread, and distribute professional email communications, memos, reports, and presentations to institutional-quality standardsMaintain organized filing systems, both digital and physical, for important documents, correspondence, and sensitive legal and financial recordsMake travel arrangements and prepare and process expense reports in a timely/accurate mannerAssist with monthly reporting processes, including compiling data, preparing summaries, and supporting follow-up communications for senior leadershipProvide general administrative support to the executive team, helping manage day-to-day priorities and tasksMaintain confidentiality while handling sensitive company, legal, financial, and personal information for executivesCollaborate in coordinating office events, maintaining office supplies, and managing the day-to-day office environmentAnticipate needs, troubleshoot issues, and provide creative solutions for day-to-day operational challengesSupport legal filings and notarizationsQualificationsBachelor’s degree required2+ years of administrative or executive support experience in a fast-paced, high-stakes environmentExperience in commercial real estate, asset management, receivership, legal services, or financial services (not required but would be preferred)Strong verbal and written communication skills, with the ability to interact professionally with executives, colleagues, and external stakeholdersProficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)Proficient in AI Tools (Claude, ChatGPT, CoPilot) to accelerate research and generate summariesExceptional ability to manage multiple tasks and prioritize effectively, meeting deadlines without sacrificing accuracy or detailHigh level of accuracy in managing schedules, preparing documents, and tracking tasksAbility to maintain discretion and confidentiality when handling sensitive company and personal informationAbility to support recurring reports, track deadlines, and present information clearly and accurately for senior stakeholdersFlexibility to adjust to changing priorities, shifting deadlines, and executive needsComfortable working independently as well as collaboratively within a team environmentFamiliarity with project management tools or other office softwareWho You AreRelentlessly persistent: hit a roadblock, find another route—you don’t come back without an answerFast and focused: close a high volume of projects daily without sacrificing accuracyTech-native: reach for AI tools instinctively and know how to get the most out of themTrustworthy: colleagues, executives, and counterparties rely on you completelyIndependent: once briefed, own the project through to resolution