Executive Assistant & Leasing Coordinator

Lovisa Pty Ltd; Torrance (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Lovisa Pty Ltd in Torrance, CA is seeking an Executive Assistant & Leasing Coordinator to support the Real Estate/Leasing team and senior leadership. You will manage calendars, coordinate leasing documentation, and maintain records while coordinating with landlords, brokers, vendors, and internal stakeholders.

The role requires strong communication, discretion with confidential information, and the ability to juggle multiple priorities in a fast-paced retail environment.

Qualifications

• 2+ years of experience in Executive Assistant, Administrative Coordinator, Leasing Coordinator, Real Estate Assistant, or similar role.
• Experience supporting senior leadership is preferred.
• Experience in commercial real estate, retail leasing, or property management is highly preferred.

Responsibilities

• Provide day-to-day administrative support to Americas CEO.
• Manage calendars, meetings, and travel arrangements; prepare agendas and reports.
• Coordinate internal and external meetings and follow up on action items.
• Prepare confidential documents and manage communications with discretion.
• Assist with expense reports, invoices, and purchase orders.
• Maintain electronic and physical filing systems and track deadlines.
• Support leasing processes from initial discussions through execution; coordinate signatures.
• Maintain leasing database; track important lease dates, renewals, and options.
• Support market research and site information related to real estate.

Skills

Organization

Calendar management

Lease administration

Document management

Communication

Attention to detail

Reporting & data tracking

Microsoft Office/Excel

Project coordination

Confidentiality

Tools

Microsoft Office Suite

Real estate software

Job description

About The Role

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant & Leasing Coordinator to support the Real Estate/Leasing team while providing administrative and coordination support to senior leadership. This role will be responsible for managing administrative activities, coordinating leasing documentation and communications, maintaining accurate records, and supporting the leasing process from initial discussions through execution. The ideal candidate is a strong communicator who can manage multiple priorities, work with confidential information, and build positive relationships with landlords, brokers, vendors, and internal stakeholders.

Key Responsibilities

Executive Assistant Responsibilities

• Provide day-to-day administrative support to Americas CEO
• Manage calendars, meetings, appointments, and travel arrangements as required.
• Prepare meeting agendas, presentations, reports, and correspondence.
• Coordinate internal and external meetings and follow up on action items.
• Prepare and organize confidential documents and business information.
• Manage emails and communications, ensuring timely follow-up.
• Assist with expense reports, invoices, purchase orders, and other administrative processes.
• Maintain organized electronic and physical filing systems.
• Prepare weekly and monthly reports and track key deadlines.
• Support special projects and other administrative initiatives as needed.

Leasing Coordinator Responsibilities

• Provide administrative support throughout the leasing process for new and existing retail locations.
• Maintain accurate records of leases, amendments, renewals, proposals, and other real estate documents.
• Coordinate communication with landlords, property managers, brokers, attorneys, and internal teams.
• Assist with tracking lease negotiations, approvals, execution, and critical dates.
• Maintain a leasing database and ensure information is accurate and up to date.
• Track important lease dates, including options, renewals, expirations, rent increases, and notice periods.
• Assist with preparation and distribution of lease-related documents.
• Coordinate signatures and follow up on outstanding documentation.
• Support the Real Estate team with market research, site information, and property documentation.
• Assist with new store openings by coordinating leasing-related information and ensuring key deadlines are met.
• Help track landlord requirements, certificates, insurance documentation, and other property-related items.
• Prepare leasing reports and provide updates on outstanding projects and deadlines.
• Assist with special projects related to the company's store expansion and real estate portfolio.

Qualifications

• 2+ years of experience in an Executive Assistant, Administrative Coordinator, Leasing Coordinator, Real Estate Assistant, or similar role.
• Experience supporting senior leadership is preferred.
• Previous experience in commercial real estate, retail leasing, or property management is highly preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong follow-up and problem-solving skills.
• Ability to handle confidential and sensitive information professionally.
• Proficiency in Microsoft Office, including Excel, Word, Outlook, and PowerPoint.
• Experience with lease administration or real estate software is a plus.
• Ability to work independently while collaborating effectively with cross-functional teams.

Key Skills

• Organization & prioritization
• Calendar and schedule management
• Lease administration
• Document management
• Communication & relationship management
• Attention to detail
• Reporting & data tracking
• Microsoft Office/Excel
• Project coordination
• Problem solving
• Confidentiality and professionalism

What We’re Looking For

The successful candidate will be proactive, organized, resourceful, and highly dependable. They should be comfortable working in a fast-paced retail environment, managing multiple deadlines, and taking ownership of tasks from start to finish. This is an excellent opportunity for someone who enjoys both executive support and commercial real estate/retail leasing and wants to play an important role in supporting the company's continued growth and expansion.