Executive & Operations Assistant

Metropolitan Realty; New York (NY); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Health insurance reimbursement

IRA contribution

paid time off

paid holidays

annual performance reviews

Job summary

Metropolitan Realty is seeking an Executive & Operations Assistant to support the management team with schedule management, communications, and day-to-day operations. The role requires strong organization, professional written and verbal communication, and the ability to juggle multiple priorities.

Responsibilities include calendar management, meeting logistics, email triage, drafting correspondence, and assisting with vendor coordination, property oversight, and compliance tracking using Yardi

Qualifications

• Strong written and verbal communication skills and ability to draft professional correspondence independently.
• Highly organized with ability to manage multiple priorities and meet deadlines without close supervision.

Responsibilities

• Schedule and manage management team's calendar, coordinate meetings with lenders, brokers, attorneys, contractors, and other contacts.
• Monitor main inbox, triage messages, draft responses, and route or respond as appropriate.
• Draft meeting materials, notes, and follow up on action items.
• Support business development by maintaining contact lists, deal pipeline, and property research for acquisitions.
• Maintain compliance calendar and coordinate vendor services and building operations.
• Utilize AI tools for drafting, research, and record-keeping to improve office efficiency.

Skills

Communication

Time management

Organization

Professional writing

Tools

Yardi Breeze

AI tools (Claude)

MS Office Suite

Job description

Metropolitan Realty LLC / MRM Property Group

Job Type: Full-time

Compensation: $55,000-$65,000 per year (salary, commensurate with experience)

Schedule: Monday-Friday, standard business hours

Benefits: Health insurance reimbursement, IRA contribution, paid time off, paid holidays, annual performance reviews

Reports To: Senior Management

About Metropolitan Realty

Metropolitan Realty is a family-owned real estate development and property management firm based in Ridgewood, Queens. We own and manage a diverse portfolio of commercial office, retail, industrial, and free-market residential properties -- including the Bohack Square building -- and self-perform construction and renovation through our affiliated company, MRM Property Group, led by a licensed general contractor. We run our own buildings, execute our own work, and hold a high standard for how our properties look and operate. We are actively growing our portfolio across northern Queens.

The Role

The Executive & Operations Assistant provides direct administrative and operational support to the Management team. This role manages the executive's schedule, company communications, and day-to-day administrative functions. The position requires strong organizational skills, professional written and verbal communication, and the ability to manage multiple priorities simultaneously.

Key Responsibilities

Scheduling & Calendar Management

• Manage the management team's calendar, including scheduling and coordinating meetings with lenders, brokers, attorneys, contractors, and other business contacts.
• Maintain the company-wide Outlook calendar, including compliance deadlines, vendor appointments, and internal team commitments.
• Handle meeting logistics: confirmations, reminders, rescheduling, and preparation of required materials.
• Prepare daily and weekly schedule summaries for the management team.

Communications Management

• Monitor and manage the main company inbox; triage incoming messages, draft responses, and handle routine correspondence.
• Answer office phones, log all calls and voicemails, and route or respond as appropriate.
• Draft professional correspondence on behalf of management, including emails and letters to lenders, brokers, tenants, vendors, and attorneys.
• Track outstanding communications and follow up to ensure timely responses.

Meeting Preparation & Follow-Up

• Prepare briefing materials prior to meetings, including relevant documents, counterparty background, and a summary of open items.
• Attend meetings as needed to take notes and document action items.
• Distribute meeting notes and follow up with internal staff and external parties to ensure commitments are completed.

Business Development Support

• Maintain contact lists and deal pipeline, including lenders, brokers, prospects, and acquisition targets.
• Conduct property research, pull comps, and assemble document packages in preparation for acquisition and financing meetings.
• Keep available-unit listings current and route leasing inquiries to the appropriate team members.

Operations & Compliance

• Maintain the compliance calendar: NYC Local Law deadlines, RPIE and storefront registration, ICAP renewal, and Con Edison/National Grid meter updates.
• Schedule and coordinate recurring vendor services: elevator maintenance, FDNY/CAT1 inspections, sprinkler certification, exterminator, HVAC service, and snow removal.
• Monitor lease expiration dates and notify management of upcoming renewals.
• Manage Yardi Breeze: track open maintenance tickets, outstanding payments, and repair follow-ups.
• Reconcile company credit card charges, collect receipts, and maintain the reconciliation binder.
• Maintain operational records: building access logs, key and key-card inventory, tenant vehicle and appliance lists, and the subcontractor log.

Research & Technology

• Utilize AI tools, including Claude, for drafting, research, and record-keeping to improve office efficiency.
• Conduct market and prospect research to support the company's acquisition activities in northern Queens.
• Maintain the company website, including property listings, photos, and contact information.

Qualifications

• Minimum 2 years of experience in an administrative, office management, or operations support role; real estate experience preferred.
• Strong written and verbal communication skills; ability to draft professional correspondence independently.
• Highly organized with demonstrated ability to manage multiple priorities and meet deadlines without close supervision.
• Proficient in Microsoft Office (Outlook, Word, Excel); experience with Yardi Breeze is a plus.
• Comfortable with AI tools and technology; willingness to learn and adopt new systems.
• Discreet and professional; capable of handling confidential business information appropriately.
• Flexible and willing to take on tasks outside the formal job description as business needs evolve.