Administrative Assistant

GORDON MANAGEMENT COMPANY LLC; City of Albany (NY); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Opportunity for advancement

Paid time off

Training & development

Job summary

GORDON MANAGEMENT COMPANY LLC is seeking an Administrative Assistant to support the CEO and President of our real estate development firm. The candidate will manage calendars, coordinate meetings, prepare materials, and handle confidential correspondence in a fast-paced, deadline-driven environment.

Responsibilities include project coordination for development projects, organizing contracts and permits, tracking timelines, and assisting with budgets and expenses.

Qualifications

• 1-2 years of administrative experience.
• Bilingual Spanish and English preferred.
• Experience in real estate development or construction preferred.
• Proficiency in Microsoft Office and Google tools.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage the CEO and President's calendars, scheduling meetings with precision and flexibility.
• Coordinate high-level meetings, prepare agendas and take detailed minutes.
• Serve as primary contact for internal and external stakeholders.
• Draft emails, reports and proposals with accuracy and professionalism.
• Assist with project coordination by tracking timelines and deliverables.
• Maintain and organize contracts, permits, financial reports and development plans.
• Support meetings and industry events for executives.
• Manage expense reports and reimbursements for executive activities.
• Prioritize communications and follow-ups.
• Conduct light market research on trends or opportunities.

Skills

Bilingual Spanish/English

Organizational skills

Time management

Communication skills

Discretion and confidentiality

Tools

Microsoft Office

Google Workspace

Real estate tools

Job description

Benefits:

• Opportunity for advancement
• Paid time off
• Training & development

Job Title: Administrative Assistant to CEO and President – Real Estate Development Firm

Job Summary:

We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to provide dedicated support to the CEO and President of our fast-paced real estate development firm. This role is critical to ensuring seamless operations, managing complex schedules, and facilitating high-level communications in a dynamic, deadline-driven environment. The ideal candidate thrives under pressure, excels at multitasking, and has a strong understanding of real estate development processes. Come grow with us

Key Responsibilities:

• Manage the CEO and President’s calendars, scheduling meetings, appointments, with precision and flexibility.
• Coordinate high-level meetings, including preparing agendas, presentations, and materials, and taking detailed minutes.
• Serve as the primary point of contact for internal and external stakeholders, including clients, contractors, and government officials.
• Handle confidential correspondence, draft emails, reports, and proposals, ensuring accuracy and professionalism.
• Assist with project coordination by tracking timelines, deliverables, and communications for real estate development projects.
• Maintain and organize critical documents, such as contracts, permits, financial reports, and development plans.
• Support the CEO and President in preparing for meetings, presentations, and industry events.
• Manage expense reports, budgets, and reimbursements for executive activities.
• Monitor and prioritize incoming communications, flagging urgent items and ensuring timely follow-ups.
• Assist with light research on market trends, zoning regulations, or potential development opportunities as needed.
• Handle ad-hoc tasks and special projects as directed by the CEO and President in a fast-moving environment.

Qualifications:

• 1- 2+ years of administrative experience
  * Bilingual Preferred Spanish and English*************
• Experience in real estate development, construction, or a related field is highly preferred.
• Exceptional organizational and time-management skills, with a proven ability to thrive in a fast-paced setting.
• Proficiency in Microsoft Office Suite, Google and real estate tools
• Strong written and verbal communication skills, with a professional and polished demeanor.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Quick learner with adaptability to shifting priorities and tight deadlines.
  Willing to train
• High energy, initiative, and a problem-solving mindset.