Executive Assistant/Office Administrator

WhiteCap Search; New York (NY); On-site; USD 55,000 - 85,000; Full time

Job summary

A leading real estate investment and development firm, headquartered in Mexico City with a U.S. office in midtown Manhattan, seeks an in-person Office Administrator to support the Managing Director and leadership team in New York City.

You will coordinate travel, manage expenses, greet guests, oversee office operations, liaise with building management, and assist IT onboarding. The role requires bilingual English/Spanish, strong MS Office skills, and a reliable in-office presence.

Qualifications

• Bilingual in English and Spanish required.
• Proficiency in Outlook, Word and Excel.
• Experience in office administration or executive support preferred.
• Strong organizational skills and ability to manage multiple priorities.

Responsibilities

• Travel & expense support: arrange domestic and international travel and reconcile expenses.
• Office & guest management: greet guests, maintain common areas, and stock supplies.
• Facilities & building liaison: coordinate with building management for access and maintenance requests.
• IT & onboarding coordination: assist IT in onboarding/offboarding and on-site IT support.
• General admin support: support ad hoc projects for finance and leadership.

Skills

Bilingual English/Spanish

Microsoft Office 365

Office administration experience

Organizational skills

Discretion

Tools

Outlook

Excel

Word

Job description

A leading vertically integrated real estate investment and development firm is headquartered in Mexico City and has a U.S. office located in midtown Manhattan. Founded in 2006, the firm has successfully developed more than 100 million square feet of real estate, including mixed-use, high-rise office, high-rise residential, commercial, industrial, and hotels. The portfolio consists of multifamily, hospitality, and retail properties across the US and Mexico, including over 14,000 apartment units and over 12,000 hotel keys.

This role requires fully in-person work at the company's U.S. headquarters in New York City, offering an exciting opportunity to work in one of the most vibrant and dynamic cities in the world.

Key Responsibilities

• Travel & Expense Support
  • Arrange domestic and international travel for the Managing Director, including flights, hotels, ground transportation, and itineraries.
  • Prepare, process, and reconcile expense reports in a timely and accurate manner.
• Office & Guest Management
  • Greet and welcome guests, ensuring a professional and hospitable office experience.
  • Maintain the kitchen and common areas, keeping supplies stocked and spaces presentable.
  • Order office supplies as needed (occasional lifting of 10-15 lbs required).
• Facilities & Building Liaison
  • Serve as the primary point of contact with building management for guest access, employee access cards/fobs, and other facility-related needs.
  • Coordinate with the building on maintenance requests, deliveries, and office logistics.
• IT & Onboarding Coordination
  • Partner with IT to coordinate onboarding and offboarding of employees, including laptop and software setup/deactivation.
  • Serve as an on-site point of contact for basic office IT needs, escalating to IT support as needed.
• General Administrative Support
  • Support ad hoc administrative projects for the finance and leadership team.

Qualifications

• Bilingual in English and Spanish (written and verbal) — required.
• Proficiency in Microsoft Office 365, particularly Outlook, Word, and Excel.
• Prior experience in office administration, front desk, or executive support role preferred.
• Strong organizational skills, detail-oriented, and comfort managing multiple priorities and last-minute travel changes.
• Discretion and professionalism in handling confidential expense, travel, and personnel information.
• Reliable, in-office presence; ability to occasionally lift/carry 10-15 lbs (office supplies).

Disclosure: The hourly rates and/or salaries listed may or may not reflect total compensation packages including bonus and fringe benefits, etc., nor are the advertisement(s) posted a guarantee of a certain compensation package for a position or bona fide offer of employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.