Executive Assistant

Team Operations Assistant

As the Team Operations Assistant, you will provide critical support to the Director of Team Operations and our top-performing team. We specialize in complex commercial transactions (both sales and leasing) for all commercial property types. We also offer business intermediary services to sellers and buyers, as well as property asset management services for investment owners' real estate portfolios. This role is integral to ensuring seamless operations by maintaining strict organization and upholding the highest standards of service to our clients and partners.

An ideal candidate will value extreme attention to detail, strong communication skills, and the ability to anticipate challenges before they arise. You will interact with brokers, clients, lenders, title companies, and vendors while managing essential administrative, marketing, and transaction-related tasks.

Key Responsibilities:

• Take direction from multiple supervisors and shift priorities when needed
• Collaborate with teammates and assist in the accountability of team goals and standards
• Commit to regular 1:1 meetings and effective delegation throughout the day to ensure seamless operations and team productivity
• Manage high-volume email and phone communication with professionalism
• Maintain meticulous records and organize essential documents
• Track deadlines, manage schedules, and ensure coordination of appointments
• Oversee workflow processes, ensuring team efficiency and productivity
• Serve as a liaison between clients, vendors, and other third parties
• Support in the advising of acquisition, development, repositioning, leasing, management, financing and dispositioning of investment properties
• Support in the analysis, promotion, and transaction facilitation of business sales
• Assist with transaction-related tasks from listing to contract and contract to close, such as the preparation, review, and processing of legal documents related to leasing and sales, as well as the tracking of critical deadlines and compliance procedures
• Conduct lead generation activities and client outreach tasks, such as property showings
• Prepare and input data for client presentations and reports with interpretation and understanding of the valuations and objectives
• Produce and manage marketing materials for property and business listings, ensuring accuracy and consistency with brand standards
• Provide comprehensive administrative support to the team, including running errands
• Actively invests in continued education, industry awareness, and personal development to grow alongside the role
• Handle additional tasks as needed - this job description is not a comprehensive list of activities or expectations and there are other duties and responsibilities required

Qualifications:

• 50 WPM typing speed
• 3-5+ years working in a highly technology and computer-based position.
• Adept at navigating various websites
• Savvy IT trouble-shooting skills
• Clear and concise email and phone communication
• Familiar with Dropbox or other cloud-based file-sharing platforms
• Proficient in Microsoft Suite (Outlook, Word, PowerPoint, Excel)
• Familiar with Trello or other online task management systems
• Organization and attention to detail
• Comfortable working both independently and with teams

This role will require someone to be:

• Comfortable being delegated to throughout the day
• Adaptable to change and manages time wisely
• Self-motivated and comfortable taking initiative
• Perceptive to the needs of others
• Desire to learn quickly and grow skillset
• Strong commitment to customer service and professional communication

Pay: $20.00-24.00/hour

Job type: full-time

Schedule: 7AM-4PM; Monday-Friday

Overtime: Candidates should be available for occasional paid overtime as needed to support peak business periods or project deadlines

Benefits:

• Paid sick leave
• Paid holidays
• Paid vacation
• Health, dental, and vision insurance
• Life/AD&D insurance
• 401(k)
• 401(k) match