Administrative Assistant

The Administrative Assistant plays a critical role in supporting real estate Producers from start to finish in managing marketing campaigns and documentation for real estate transactions. This individual will handle scheduling, content creation, administrative tasks, and coordination with internal and external teams, helping to ensure timely delivery and client satisfaction.

Key Responsibilities

• Provide administrative support including drafting correspondence (letters, memos, reports) and managing email communications, scans, and digital files.

• Schedule meetings, conference calls, and travel arrangements; maintain and organize Producer calendars.

• Prepare and process expense reports for Producers.

• Assist with preparation of marketing materials for real estate deals (RFPs, fee agreements, confidentiality agreements, offering memorandums, financial comparisons, etc.).

• Create property-specific materials, comparable market analyses, and conduct industry/client research.

• Develop and edit PowerPoint presentations using data from various sources.

• Maintain and update internal deal databases, marketing lists, and press releases; distribute e-blasts.

• Provide support for high-priority projects and serve as a proactive team member by identifying issues and offering solutions.

• Organize and maintain deal-related documentation and correspondence.

• Coordinate with graphic design team and manage external vendor relationships (e.g., property photography).

• May assist with front desk/reception duties as needed.

• Offer backup administrative support across the team and assist with other duties as assigned.

• Must be available to work overtime with short notice when needed.

Qualifications

Experience:

• 0–3 years of relevant administrative, marketing, or communications experience.

• Commercial Real Estate industry experience preferred.

Skills:

• Strong communication, organizational, and time-management skills.

• Ability to manage multiple tasks and deadlines in a fast-paced environment.

• Problem-solving and analytical thinking abilities.

• High attention to detail and professional demeanor.

Education:

• High School diploma required; college degree or coursework in Real Estate or Finance preferred.

Technical Proficiency:

• Minimum 2 years’ experience with Adobe Creative Suite (InDesign, Illustrator, Photoshop).

• Intermediate proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint – Office 2010 or later).

• Database management experience is a plus.

Work Environment

• Office-based position, involving regular use of computers, copiers, and scanners.

• Occasional front desk coverage may be required.