Executive Assistant

Denton Floyd Real Estate Group; Jeffersonville (IN); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Medical benefits

401(k) matching

Paid time off

Paid holidays

Job summary

Denton Floyd Real Estate Group is seeking an Executive Administrative Assistant to support senior leadership and keep the executive workflow seamless. The role requires managing complex calendars, coordinating travel, and preparing materials for meetings across multiple divisions.

This high-visibility position interacts with investors, lenders, partners, and executives, demanding discretion, professionalism, and proactive problem solving. Located in the United States with travel as needed.

Qualifications

• 3+ years of administrative support experience, with at least 2 years supporting senior or executive leadership.
• High school diploma or equivalent.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Demonstrated ability to manage complex calendars and competing priorities without direct supervision.
• Proven track record of handling confidential information appropriately.
• Experience coordinating board, investor, or lender meetings.
• Eligible to work in the United States.
• Reliable transportation and ability to travel occasionally between DF offices and project sites.

Responsibilities

• Own and actively manage a complex, frequently shifting executive calendar; resolve competing priorities and protect focus time.
• Coordinate domestic travel end to end — flights, lodging, ground transportation, site visit routing, and detailed itineraries.
• Prepare, proof, and format correspondence, memos, reports, and presentation materials.
• Prepare the executive for each engagement: agendas, background on attendees, prior meeting notes, and open action items.
• Screen and triage incoming calls, emails, and requests; route to the correct division or resolve independently where appropriate.
• Process expense reports, invoices, and reimbursements accurately and on schedule.
• Attend leadership and EOS Level 10 meetings as needed; capture minutes, decisions, and action items, then drive follow-through to closure.
• Coordinate board, investor, and lender meeting logistics and assemble supporting materials in partnership with Capital Markets.

Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Teams

Education

High school diploma or equivalent

Tools

CRM systems

Project management platforms

Job description

POSITION SUMMARY

Denton Floyd Real Estate Group is a vertically integrated real estate platform that acquires, develops, builds, manages, and exits multifamily, senior living, and industrial assets. Our in-house divisions — DF Development, Capital Markets, Forge Construction, Vector Design Group, DF Property Management — operate as one team under a single roof.

The Executive Administrative Assistant is the operational right hand to executive leadership. This role protects the executive’s time, keeps commitments moving, and creates the connective tissue between the executive office and the rest of the organization. Success in this position looks like an executive who is always prepared, never double-booked, and never chasing a follow-up item — because it has already been handled.

This is a high-visibility, high-trust position with regular exposure to investors, lenders, partners, and senior leadership across every DF division.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Support

• Own and actively manage a complex, frequently shifting executive calendar; resolve competing priorities and protect focus time.
• Coordinate domestic travel end to end — flights, lodging, ground transportation, site visit routing, and detailed itineraries.
• Prepare, proof, and format correspondence, memos, reports, and presentation materials.
• Prepare the executive for each engagement: agendas, background on attendees, prior meeting notes, and open action items.
• Screen and triage incoming calls, emails, and requests; route to the correct division or resolve independently where appropriate.
• Process expense reports, invoices, and reimbursements accurately and on schedule.

Meeting and Communication Management

• Schedule and stage internal and external meetings, including room setup, technology, materials, and catering.
• Attend leadership and EOS Level 10 meetings as needed; capture minutes, decisions, and action items, then drive follow-through to closure.
• Coordinate board, investor, and lender meeting logistics and assemble supporting materials in partnership with Capital Markets.
• Serve as a professional first point of contact for the executive office with investors, partners, vendors, and employees.

Organization and Project Support

• Maintain organized digital and physical filing systems for contracts, reports, and executive records.
• Track deadlines, deliverables, and recurring obligations across multiple concurrent projects and divisions.
• Support company events, leadership offsites, and employee functions from planning through execution.
• Assist with special projects, research, and data compilation as assigned.
• Partner with Legal, Accounting, Marketing, and Human Resources on cross-functional administrative needs.

Confidentiality and Judgment

• Handle sensitive information — personnel matters, compensation, deal terms, and investor communications — with absolute discretion.
• Exercise sound independent judgment on what requires the executive’s attention and what can be resolved without it.
• Represent the executive and the company professionally in all internal and external interactions.

QUALIFICATIONS

Required

• 3+ years of administrative support experience, with at least 2 years supporting senior or executive leadership.
• High school diploma or equivalent.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Demonstrated ability to manage complex calendars and competing priorities without direct supervision.
• Proven track record of handling confidential information appropriately.
• Experience coordinating board, investor, or lender meetings.
• Eligible to work in the United States.
• Reliable transportation and ability to travel occasionally between DF offices and project sites.

Preferred

• Associate’s or bachelor’s degree.
• Experience in real estate, construction, development, property management, or professional services.
• Familiarity with EOS (Entrepreneurial Operating System) or a comparable business operating framework.
• Working knowledge of expense management, CRM, or project management platforms.
• Notary commission, or willingness to obtain one.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

• Occasional flexibility required for executive travel windows, events, or time-sensitive deadlines.
• Prolonged periods of sitting and working at a computer.
• Occasional lifting of up to 25 pounds (materials, event supplies).

COMPENSATION AND BENEFITS

A comprehensive benefits package including medical, dental, and vision coverage, 401(k), paid time off, and paid holidays.

Denton Floyd Real Estate Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all duties, responsibilities, and qualifications required.