Executive Assistant, Real Estate Strategy

Heartshar; New York (NY); On-site; USD 46,000 - 57,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

403(b) retirement plan

Paid time off

EAP

Job summary

HeartShare in Brooklyn, NY seeks an Administrative Assistant to the SVP of Real Estate Strategy & Systems to provide high‑level administrative, operational, and project support across Facilities and Real Estate functions. The role demands meticulous organization, proactive coordination, and the ability to manage multiple priorities in a fast‑paced environment.

The ideal candidate will be detail‑oriented, a self‑starter, and proficient with Microsoft Office and facilities management tools,

Qualifications

• Associate’s degree or higher preferred, but HS diploma with experience may be considered.
• 2-3 years of experience in computer software and systems (Microsoft Office, scanning tools).
• Experience with facilities management/workflow systems preferred (WorxHub, Kissflow, NetSuite, Paycom, Adobe Sign).
• Strong record-keeping and attention to detail are essential.
• Excellent communication and collaboration with stakeholders, vendors, and staff.

Responsibilities

• Serve as the primary administrative resource for the SVP (scheduling, correspondence, task management).
• Prepare meeting materials, agendas, and note-taking.
• Manage department communications and FEDEX shipping.
• Oversee asset tracking (computers, vehicles).
• Create and distribute the department newsletter (Canva).
• Procure and coordinate supplies and vendor interactions.
• Support financial tasks like invoicing and reconciliations.

Skills

Strong organizational skills

Problem-solving

Recordkeeping

Effective communication

Teamwork

Independent work

Proficiency with facilities systems

Education

High School Diploma or GED

Tools

WorxHub

Kissflow

NetSuite

Paycom

Adobe Sign

Job description

HeartShare in Brooklyn, NY seeks an Administrative Assistant to the SVP of Real Estate Strategy & Systems to provide high‑level administrative, operational, and project support across Facilities and Real Estate functions. The role demands meticulous organization, proactive coordination, and the ability to manage multiple priorities in a fast‑paced environment.

The ideal candidate will be detail‑oriented, a self‑starter, and proficient with Microsoft Office and facilities management tools,