Executive Administrative Assistant - Commercial Real Estate

Bartlett & Skolfield; Fairfax (VA); On-site; USD 85,000 - 110,000; Full time

Job summary

Qualifications

• Bachelor’s Degree preferred but not required.
• At least 5 years of work experience with a preference for real estate transaction experience in private development or a commercial real estate firm.
• Holistic understanding of commercial real estate services and tracking key data points.
• Technologically fluent in contemporary business software, applications (including AI), and data management principles.
• Proficient with Microsoft Outlook, Word, Excel, TEAMS; able to learn Google Earth and Smartsheet.

Responsibilities

• Provide administrative support to the Senior Managing Director including calendar management and scheduling.
• Handle board meeting scheduling and draft precise meeting minutes.
• Create and maintain Smartsheets to track real estate transactions.
• Maintain physical and digital files, revise documents, and conduct research as requested.
• Facilitate the execution and delivery of legal documents and manage project administration and invoices.
• Deliver excellent client service and coordinate with internal and external stakeholders.
• Serve as Smartsheet database administrator for the Development Team.
• Pilot new processes and stay current with productivity tools.
• Plan and manage client appreciation events and team events.

Skills

Calendar management

Executive support

Discretion

Communication

Project coordination

Education

Bachelor’s degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

TEAMS

Google Earth

Smartsheet

Job description

Do you want to work for 60+ year old Class A real estate company that offers excellent perks and cultivates a work life balance? Are you passionate about delivering world class customer service in an environment of respect and inclusivity? Do you deliver results and meet deadlines while working independently as well as with your team? If so, this may be the right fit for YOU!!

Our client is seeking a Senior Executive Assistant to add to their Development and Construction Team - a high-energy / fast-paced group of top performers that work closely with the Executive Committee, Investment Committee, Legal, Finance, Accounting, other departments within the company, and outside stakeholders (government, sellers, purchasers, consultants, etc.)

Prerequisites:

• Bachelor’s Degree preferred but not required.
• At least 5 years of work experience with a preference for real estate transaction experience in private development or a commercial real estate firm.
• A wholistic understanding of commercial real estate services and tracking key data points (key contacts, sales price, deposits, due diligence, schedule, key contract provisions) for the acquisition and disposition of commercial real estate.
• Technologically fluent in contemporary business software, applications (including AI), and data management principles.
• Knowledgeable and confident in using Microsoft Outlook, Word, Excel, TEAMS along with experience or the demonstrated ability to master Google Earth and Smartsheet.
• Basic database & online mapping knowledge required.
• Ability to be proactive in avoiding calendar/scheduling issues and planning for upcoming events.
• Proven ability to exercise sound judgment and maintain a high level of confidentiality and tact.
• Aptitude to engage with outside committees and boards, charitable organizations, and industry organizations (Urban Land Institute (ULI) and Commercial Real Estate Development Association (CREDA) – formally known as NAIOP, etc.)
• Possess a positive attitude, a strong work ethic and a commitment to excellence.

Key Responsibilities:

• Provide administrative support to the Senior Managing Director of the Department including calendar management/scheduling (to include calendaring of appointments for the Executive Committee), preparing expense reports, telephone coverage and other administrative functions.
• Handle board meeting scheduling and commitments, including drafting and distributing precise meeting minutes.
• Create and/or maintain Smartsheets to track real estate transactions.
• Maintain physical and digital files, revise business documents, and conduct research projects as requested.
• Facilitate the execution and delivery of legal documents and process special project administration and invoices.
• Deliver excellent client service and coordination with internal and external stakeholders.
• Serve as Smartsheet database administrator for the Development Team.
• Pilot new processes, develop team innovations, and stay current with new technologies and productivity tools.

Event planning and management of events including: client appreciation events; team meals and team building events; lunch and learns; industry events / golf outings; charity events; and property marketing events.