SENIOR EXECUTIVE ASSISTANT DEVELOPMENT & CONSTRUCTION

Peterson Companies; Fairfax (VA); On-site; USD 85,000 - 95,000; Full time

Job summary

Peterson Companies is seeking a Senior Executive Assistant to join the Development and Construction Team in Fairfax, VA. The role supports the Senior Managing Director with calendar management, travel, expenses, meetings, and document handling in a fast-paced real estate environment.

You will coordinate with internal stakeholders and outside parties, maintain files, and drive efficiency through technology adoption while preserving confidentiality and professional standards.

Qualifications

• Bachelor's Degree preferred but not required.
• A holistic understanding of commercial real estate services and tracking key data points for acquisition and disposition.
• An aptitude for self-learning and introducing new technologies.
• Technologically fluent in contemporary business software, applications (including AI), and data management principles.
• At least 5 years of work experience with preference for real estate transaction experience in private development or a commercial real estate firm.
• Knowledgeable and confident in using Microsoft Outlook, Word, Excel; TEAMS
• Experience with or ability to master Google Earth and Smartsheet.
• Basic database & online mapping knowledge.
• Ability to be proactive in avoiding calendar/scheduling issues and planning for upcoming events.
• Ability to multitask, exercise sound judgment, and maintain confidentiality and tact.
• Experience managing an executive's calendar, meeting preparation, travel, expenses, and duties.
• Aptitude to engage with outside committees and boards, and industry organizations (ULI, NAIOP).
• Self-motivated and able to work with minimal direction and deadlines.
• Ability to collaborate across departments and work within a team structure.
• Highest levels of integrity, work ethic and dependability.
• Positive attitude and commitment to excellence.

Responsibilities

• Provide administrative support to the Senior Managing Director including calendar management, expense reports, and administrative functions.
• Provide telephone coverage and administrative assistance.
• Handle board meeting scheduling and prepare/distribute meeting minutes.
• Create and maintain Smartsheets to track real estate transactions.
• Maintain physical and digital files; revise business documents as requested.
• Conduct research projects as requested.
• Facilitate the execution and delivery of legal documents and project invoices.
• Provide notarial services and excellent client service to internal and external stakeholders.
• Manage travel and expenses for the Senior Managing Director of Acquisition and Development.
• Serve as Smartsheet database administrator for the Development Team.
• Pilot new processes, develop team innovations, and stay current with productivity tools.
• Plan and manage events including client appreciation, team meals, team building, and industry events.

Skills

Real estate knowledge

Data tracking

Communication

Team collaboration

Education

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

TEAMS

Google Earth

Smartsheet

Job description

Job DetailsJob Location: 4100 Monument Corner Drive Suite #300 Fairfax, VA 22030 - Fairfax, VA 22030Salary Range: $85,000.00 - $95,000.00Peterson Companies

The Senior Executive Assistant is a member of the Development and Construction Team at Peterson Companies. The Development and Construction Team is a high‑energy / fast‑paced group of top performers that work closely with the Executive Committee, Investment Committee, Legal, Finance, Accounting, other departments within the Peterson Companies, and outside stakeholders (government, sellers, purchasers, consultants, etc.)

Who You Are:

You understand commercial real estate transactions and have experience tracking key data points for real estate acquisitions and dispositions. You are confident in your proven ability to work with commercial real estate brokers, elected officials and government staff, and property due diligence consultants. You also enjoy working for a company that has an active culture with excellent perks that foster work life balance. You are passionate about delivering world class customer service and fostering an environment of respect and inclusivity. You enjoy engaging with a team to deliver results and meet deadlines but are also capable of independent work product delivery. You approach challenges with a positive attitude and tactful communication.

What You Bring:

• Bachelor's Degree preferred but not required.
• A wholistic understanding of commercial real estate services and tracking key data points (key contacts, sales price, deposits, due diligence, schedule, key contract provisions) for the acquisition and disposition of commercial real estate.
• An aptitude for self‑learning and introducing new technologies.
• Technologically fluent in contemporary business software, applications (including artificial intelligence), and data management principles.
• At least 5 years of work experience with a preference for real estate transaction experience in private development or a commercial real estate firm.
• Knowledgeable and confident in using Microsoft Outlook, Word, Excel; TEAMS
• Experience with or the demonstrated ability to master Google Earth and Smartsheet.
• Basic database & online mapping knowledge required.
• Ability to be proactive in avoiding calendar/scheduling issues and planning for upcoming events.
• Ability to multitask, exercise sound judgment, and maintain a high level of confidentiality and tact.
• Experience managing an executive's calendar, meeting preparation, travel, expenses, and additional duties as required.
• Aptitude to engage with outside committees and boards, charitable organizations, and industry organizations (Urban Land Institute ULI, Commercial Land Real Estate Development Association CREDA/NAIOP, etc.)
• Self‑motivated and able to work with minimal direction and within deadlines.
• Ability to collaborate across departments and work within a team structure.
• Highest levels of integrity, work ethic and dependability.
• Possess a positive attitude, and a commitment to excellence.

Key Responsibilities:

• Provide administrative support to the Senior Managing Director of the Department including calendar management/scheduling (to include calendaring of appointments for the Executive Committee), preparing expense reports and other administrative functions.
• Provide telephone coverage and administrative assistance.
• Handle board meeting scheduling and commitments, including drafting and distributing precise meeting minutes.
• Create and/or maintain Smartsheets to track real estate transactions.
• Maintain physical and digital files.
• Revise business documents as requested.
• Conduct research projects as requested.
• Facilitate the execution and delivery of legal documents.
• Facilitate the processing of special project administration and invoices.
• Provide notarial services.
• Provide excellent client service and coordination with internal and external stakeholders.
• Manage travel and expenses for the Senior Managing Director of Acquisition and Development.
• Serves as Smartsheet database administrator for the Development Team.
• Pilot new processes, develop team innovations, and stay current with new technologies and productivity tools.
• Event planning and management / volunteer support for events including: client appreciation events, team meals and team building events, lunch and learns, industry events / golf outings, charity events, and property marketing events.

This position is an in‑office position with regular hours between 8:30 am to 5:30 pm (Monday - Friday). On occasion, there may be a requirement to support key transaction requirements or special event activities outside of standard business hours. After demonstrating effectiveness in the role, there is the potential for periodic remote work based on the balance of in‑office vs. in‑the‑field time for team members that this role will support.

Peterson Companies is an Equal Opportunity Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability, protected veteran status, age, genetic information, marital status, or any other basis protected by law.