Executive Assistant - Contracting & Real Estate Operations

Summary

Are you an organized, forward-thinking professional who thrives in a fast-paced environment? We are seeking a highly skilled Executive Assistant to support the daily operations of our contracting and real estate development firm. This role sits at the center of our organization and is critical to ensuring seamless coordination, efficient workflow, and proactive support across multiple business units. As the Executive Assistant, you will manage complex schedules, coordinate high-priority meetings, maintain operational systems, and provide administrative oversight that keeps our projects and leadership team moving. This position is ideal for someone who enjoys problem-solving, managing competing priorities, and creating structure in a dynamic environment. If you excel in organization, communication, and operational support—and you’re motivated by contributing to the growth and impact of a rapidly expanding firm—we invite you to apply.

Duties

I. Executive Support & Communication Management

• Serve as the primary point of contact for all incoming communications (calls, emails, memos, voicemails).
• Screen, prioritize, and summarize key information for the executive, ensuring timely follow-up.
• Draft, proofread, and edit correspondence, memos, and reports on behalf of the executive.
• Maintain strict confidentiality with sensitive business, financial, contractual, and personnel information.
• Manage the executive’s inbox, flagging priorities, drafting replies, and organizing workflow for efficiency.

II. Calendar, Scheduling & Travel Coordination

• Manage complex executive calendars, including appointments, meetings, project reviews, and deadlines.
• Coordinate internal and external meetings with staff, contractors, vendors, and clients.
• Arrange executive and team travel, including flights, hotels, transportation, and detailed itineraries.
• Ensure all scheduling aligns with contractual deadlines and operational priorities.

III. Meeting Preparation & Support

• Prepare agendas, briefing packets, presentation materials, and supporting documentation.
• Record accurate meeting minutes and distribute them promptly with clear action items.
• Track follow-up tasks and ensure completion across departments and stakeholders.
• Assist in coordinating team meetings, investor updates, training sessions, and vendor briefings.

IV. Office & Administrative Operations

• Maintain organized filing systems (digital and physical), ensuring accessibility, compliance, and accuracy.
• Monitor and replenish office supply inventory; coordinate vendor relationships as needed.
• Maintain CRM, project management platforms, and internal databases, keeping information up to date.
• Support onboarding of new employees by preparing materials, scheduling orientations, and assisting HR tasks.
• Oversee general office operations, ensuring efficiency and smooth day-to-day functioning.

V. Real Estate Operations, Analytics & Research

• Track and analyze real estate metrics: CMAs, lead flows, listing performance, sales activities, and buyer pipelines.
• Conduct market research, including comps, pricing trends, expired listings, and neighborhood data.
• Prepare property marketing analyses and recommend improvements to increase listing visibility.
• Support MLS entry and updates, document uploads, showing coordination, and feedback tracking.
• Schedule inspections, appraisals, repairs, and coordinate vendor access to properties.

VI. Contracting & Development Support

• Assist with due diligence tracking, compliance timelines, contract deadlines, and project milestones.
• Support communication with government agencies, subcontractors, vendors, and development partners.
• Help maintain contract files, amendments, addenda, procurement documents, and regulatory submissions.
• Monitor project deliverables and ensure documentation is completed, organized, and submitted on time.

VII. Document Review, Preparation & Transaction Support

• Prepare, review, and finalize real estate and contracting documents, including:
• Contracts
• Amendments
• Addendums
• Closing documents
• Notices
• Procurement forms
• Ensure accuracy, completeness, compliance, and timely delivery.
• Track transaction timelines (listings, buyer/seller contracts, inspections, due diligence, closings).

VIII. Project Coordination & Workflow Management

• Track project deadlines, deliverables, and task ownership across multiple teams.
• Serve as a liaison between departments, vendors, subcontractors, and executive leadership.
• Build and maintain SOPs for recurring workflows to improve efficiency and consistency.
• Create dashboards, reports, and KPI summaries for executive review.
• Monitor progress on executive priorities and ensure timely execution.

IX. Financial & Administrative Support

• Assist with invoice processing, expenses, reimbursements, and receipt management.
• Track budgets related to marketing, listings, travel, and operations.
• Assist accounting with vendor payments, document collection, and light bookkeeping tasks.
• Prepare spreadsheets, financial summaries, and operational reports as requested.

X. Client, Investor & Stakeholder Relations

• Provide high-level customer service to clients, vendors, buyers, sellers, tenants, and partners.
• Manage inquiries, resolve issues, and coordinate follow-ups in a professional and timely manner.
• Assist with planning and coordinating client meetings, events, appreciation activities, and company functions.

XI. Technology, Systems & Process Support

• Update and maintain CRM records, project management tools, and cloud storage organization.
• Create templates for contracts, reports, presentations, checklists, and operational tools.
• Troubleshoot minor tech issues and coordinate IT support when needed.
• Ensure digital documents, naming conventions, and folders follow established standards.

XII. Personal Assistant Support (Optional Depending on How You Want to Post)

• Run errands, schedule personal appointments, and assist with personal administrative tasks as needed.
• Support household coordination (travel, deliveries, reservations, service providers).
• Help maintain executive work-life balance by managing schedule demands and reminders.

Requirements

Professional Background

• Minimum 2+ years of experience in an administrative or executive support role.
• Experience in real estate, contracting, property management, or a related field is a plus but not required.
• Demonstrated ability to support fast-paced operations and manage competing priorities.

Core Competencies

• Self-Starter: Proven ability to work independently with minimal supervision while managing multiple tasks.
• Goal-Oriented: Results-driven mindset with strong follow-through and accountability.
• Exceptional Communication: Strong written and verbal communication skills, with the ability to draft professional documents and interact with diverse stakeholders.
• Time Management: Skilled at prioritizing tasks, meeting deadlines, and adapting to shifting needs.
• Confidentiality: Ability to handle sensitive and confidential information with professionalism and discretion.
• Detail-Oriented: Strong organizational skills with a high level of accuracy in all work.

Technical Skills

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required.
• Ability to type 50+ WPM with strong accuracy.
• Familiarity with CRM systems, real estate software (e.g., MLS, transaction platforms), or project management tools is preferred.
• Comfortable troubleshooting basic technology issues and learning new systems quickly.

Other Requirements

• Reliable transportation and ability to travel for work-related tasks when needed.
• Fluency in English, both written and spoken.
• Must be dependable, punctual, and committed to consistent performance.

Education

• High school diploma or equivalent ( Required ).
• Associate’s or Bachelor’s degree in Business Administration, Real Estate, or a related field ( Preferred ).

Experience Requirements

• Administrative Support: Minimum of 2 years in an Administrative or Executive Assistant role ( Required ).
• Research & Analysis: At least 1 year conducting research, preparing reports, or supporting data-driven tasks ( Required ).
• Technical Proficiency: Minimum 1 year using Microsoft Office Suite and cloud-based tools ( Required ).
• Industry Knowledge: Experience with CRM platforms, real estate systems, or contracting tools ( Preferred ).

Nice To Haves

Real Estate Knowledge

• Familiarity with real estate platforms such as MLS, Zillow, CoStar , or similar listing and research tools.
• Understanding of real estate terminology, transaction processes, and document types .
• Experience preparing Comparative Market Analyses (CMAs) or other market-driven reports.

Marketing & Creative Skills

• Experience in social media management, content creation, or digital marketing , especially for property listings.
• Ability to create polished marketing materials using Canva, Adobe Suite , or similar design tools.
• Familiarity with SEO principles , ad placement strategies, and digital marketing best practices for real estate.

Technical & Analytical Proficiency

• Experience using project management tools such as Trello, Asana, Monday.com, or ClickUp.
• Exposure to data visualization platforms (e.g., Tableau, Google Data Studio) for market insights and reporting.
• Proficiency with real estate software such as DocuSign, Dotloop, BrokerMint, or comparable platforms.

Interpersonal & Client-Facing Skills

• Strong customer service background and ability to build rapport with clients, vendors, and partners.
• Experience working with high-net-worth clients or within luxury markets is a plus.
• Networking abilities that support relationship-building and referral growth.

Language Skills

• Fluency in a second language—especially Spanish, Mandarin, or Arabic —to better serve a diverse client base.

Certifications

• Notary Public certification is highly beneficial for supporting document execution.
• Administrative certifications such as CAP (Certified Administrative Professional) are a plus.

Soft Skills & Personal Attributes

• Strong problem-solving abilities and the capacity to think quickly in dynamic situations.
• A creative, resourceful mindset for improving operational efficiency and marketing performance.
• Keen attention to detail with a proactive approach to anticipating the executive’s needs and staying ahead of tasks.

Benefits

Job Type: Full-time, onsite role.
Health Benefits: Comprehensive medical benefits package available after the standard eligibility period.
Paid Time Off (PTO): Accrued PTO for vacation, personal days, and sick leave.
Paid Holidays: Company-observed paid holidays included.
Professional Development: Opportunities for training, certifications, and ongoing skill development within the real estate and contracting fields.
Career Growth: Clear pathways for advancement as the organization continues to expand.
Flexible Scheduling: Supportive of work-life balance with flexibility offered when approved by management.

Team Culture: Join a collaborative, mission-driven environment where your contributions are valued and recognized.