Senior Administrative Assistant POST NUMBER: 480539

About the Role

Our client, a well-established real estate firm, is seeking a Senior Administrative Assistant to support daily office operations and leadership. This is a high-visibility role where you’ll be the go-to person keeping everything organized, on track, and running smoothly.

They’re looking for someone who can operate with a strong sense of urgency, stay on top of multiple priorities, and work independently without a lot of hand-holding.

Key Responsibilities

• Manage day-to-day office operations and provide high-level administrative support
• Support leadership with calendar management, meeting coordination, and follow-ups
• Act as the main point of contact for agents, clients, and vendors
• Assist with transaction coordination (tracking listings, escrows, closings, and documentation)
• Maintain accurate records and ensure compliance with internal processes and real estate regulations
• Support accounting functions including invoice processing, expense tracking, and commissions
• Coordinate with vendors and manage office supplies, equipment, and overall office upkeep
• Prepare reports, presentations, and internal communications
• Assist with marketing support for agents, including coordinating materials and deadlines
• Plan and coordinate office meetings, events, and trainings
• Jump in on special projects and help improve processes where needed

Qualifications

• 5 years of administrative experience, ideally within real estate, property management, or a similar environment
• Strong organizational skills and ability to multitask in a fast-paced setting
• Experience supporting multiple stakeholders and shifting priorities
• Knowledge of real estate transactions or compliance is a big plus
• Proficient in Microsoft Office (Excel, Word, Outlook)
• Strong communication skills and a polished, professional presence
• High attention to detail and ability to handle confidential information
• Self-starter with the ability to work independently and take ownership

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.