Sr. Administrative Assistant - Retail Leasing ($35.67 - $44.28)

Irvine Company Chicago; Irvine (CA); In loco; USD 49.000 - 61.000; Tempo pieno

Vantaggi offerti da questo lavoro

Paid time off

401(k) matching

Health benefits

Descrizione del lavoro

Irvine Company Retail Properties is seeking an experienced executive assistant to support the Senior Vice President of Retail Leasing and the leasing team. You will manage complex calendars, coordinate travel, prepare briefing materials, and handle confidential correspondence to keep the department efficient and responsive.

This full-time role requires a Bachelor’s degree and at least 5 years supporting senior leaders in fast-paced environments.

Competenze

• Bachelor’s Degree (or equivalent experience).
• 5+ years of executive support experience in a fast-paced setting.
• Strong written and verbal communication; professional stakeholder management.

Mansioni

• Manage complex calendars, travel, and provide administrative support to SVP and leasing leaders.
• Assemble agendas, briefing materials, deal information, and presentations for meetings.
• Assist with letters of intent, deal summaries, proposals, and financial information; maintain records in Salesforce.
• Draft and proofread correspondence; handle confidential information with discretion.
• Track follow-up items, milestones, renewals, expirations, and deadlines.
• Coordinate information flow between leasing, legal, finance, construction, and marketing teams.
• Support leasing conferences, retailer events, and property tours.

Conoscenze

Google Suite

Excel

Word

PowerPoint

Salesforce

Formazione

Bachelor’s Degree

Strumenti

Salesforce

Descrizione del lavoro

Position Summary

Provides administrative, organizational, and operational support to the Senior Vice President of Retail Leasing and the broader leasing team. This role ensures the department remains efficient and responsive by managing complex schedules, coordinating leasing documentation, and serving as a liaison for internal and external stakeholders. The position is essential for supporting executive leadership in executing leasing initiatives and maintaining organized, effective departmental operations.

Key Responsibilities

• Manage complex calendars, coordinate travel, and provide comprehensive administrative assistance to the Senior Vice President (SVP) and other retail leasing leaders.
• Assemble agendas, briefing materials, deal information, and presentations to prepare leadership for meetings.
• Assist professionals with letters of intent, deal summaries, proposals, and financial information. Maintain accurate records of leasing activity, deal status, and prospective tenant information in systems like Salesforce.
• Draft and proofread correspondence, serve as a professional point of contact for external and internal stakeholders, and handle sensitive information discreetly.
• Track follow-up items, leasing milestones (renewals, expirations), and deadlines to ensure commitments are met.
• Facilitate information flow between leasing, legal, finance, construction, and marketing departments.
• Assist with planning and support for leasing conferences, retailer events, and property tours.
• Maintain organized electronic files and identify opportunities to improve administrative processes and office organization.
• Conduct research and support ad hoc initiatives as assigned by the SVP or leasing leadership.

Additional Skills

• Excellent written and verbal communication
• Strong proficiency in Google Suite, Excel, Word, PowerPoint; Salesforce a plus.
• Ability to interact confidently with senior executives, retailers, brokers, and other professionals.

Preferred Education

• Bachelor’s Degree (or equivalent experience)

Preferred Years Of Relevant Work Experience

• 5+ years of experience providing executive support to senior leaders or multiple teams in a fast-paced setting, ideally in commercial real estate, retail, leasing, development, or a related field.

Additional Requirements

Minimum Qualifications / Other Expectations:

Compensation

Base Pay Range: $35.67 - $44.28

Actual placement within this range may vary based upon, but not limited to, relevant experience, time in role, base salary of internal peers, prior performance, business sector, and geographic location.

The Company also offers competitive benefits for full time employees including paid time off, matching 401(k), and health benefits.

About Us

Irvine Company Retail Properties (a division of Irvine Company) has created some of America’s most popular retail centers. Each of our 40 retail centers - including Fashion Island in Newport Beach, Irvine Spectrum Center and The Market Place, as well as neighborhood shopping centers like Woodbury Town Center in Irvine - is meticulously planned and ideally located to support the community it serves.

We take as much pride in our employee community as we do the communities we create. It’s an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.

The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.