Executive Assistant - Commercial
Job Level: Executive
Reports To: President / CEO
EEOC: Professional
Executive Assistant
We are seeking a seasoned, highly capable Executive Assistant to work directly with our CEO and support our Commercial Division. This role is ideal for someone who thrives in a fast-paced, entrepreneurial environment and is comfortable wearing multiple hats. The Executive Assistant will serve as a trusted partner to the CEO, managing day-to-day priorities while also supporting commercial property operations and special projects.
Our company owns and self-manages a diverse portfolio of multifamily, commercial, and hospitality properties across Pennsylvania, Florida, and New Jersey, in addition to a growing tequila brand. This position requires sound judgment, strong organizational skills, and the ability to anticipate needs before they arise.
Key Responsibilities:
· Provide comprehensive administrative support to the CEO, including managing email, calendars, meeting scheduling, and travel arrangements
· Act as a gatekeeper for the CEO by screening calls, emails, and requests, ensuring efficient and timely communication
· Take detailed meeting notes and follow up on action items as needed
· Draft, edit, and review correspondence, reports, and other documents on behalf of the CEO
· Assist with personal tasks such as bill payments, appointment scheduling, and personal travel coordination
· Read, research, collect, and analyze information in advance to help prioritize and streamline executive decision-making
· Work closely with the Chief of Staff and Senior Commercial Property Manager to support administrative and operational needs
· Serve as a primary liaison between property management, vendors, and tenants to support issue resolution, operational needs, and accounts receivable
· Track inspections, certifications, and regulatory requirements for commercial properties
· Provide administrative and strategic support throughout the commercial leasing process
· Draft and review Letters of Intent (LOIs) and coordinate leasing documentation
· Assist with coordinating tenant build-outs to ensure schedules and budgets are maintained
· Obtain quotes, develop scopes of work, and coordinate vendor bids for various projects
· Support accounting and property management teams in maintaining strong tenant relationships and minimizing outstanding balances
· Assist with special projects and additional tasks as assigned by the CEO, Chief of Staff, and Senior Property Manager
· Performs other duties as assigned
Qualifications:
· 5+ years of experience supporting senior executives, ideally within real estate, development, property management, or a related field
· Strong organizational skills with the ability to manage competing priorities and deadlines
· Excellent written and verbal communication skills
· High level of discretion and professionalism when handling confidential information
· Proactive, self-motivated, and comfortable working independently
· Experience supporting leasing, vendors, or property management is a strong plus
· Proficient in Microsoft Office and general office systems
Working Conditions:
· Works in a collaborative office environment
Physical Demands:
· Ability to physically access all interior parts of the office
· Ability to push, pull, lift, carry, or maneuver items with a weight of up to twenty (20) pounds independently and fifty (50) pounds with assistance
Salary: $70,000-85,000/yr
Location: Ardmore, PA