Executive Assistant

Executive Assistant

The role will have excellent growth opportunities. You will be directly working with the client and the team.

Experience required

Time

CTC

Location

Type of employment-

Responsibilities

Inbox & Calendar Management:

• Manage email inbox, prioritize messages, draft replies, and flag urgent matters
• Schedule and coordinate meetings with brokers, investors, and internal team members

CRM & Deal Pipeline Management (HubSpot):

• Extract property and market information from Offering Memorandums (OMs), broker emails, and NDAs
• Enter data into the HubSpot deal pipeline, maintaining accuracy and completeness
• Track deal stages and generate pipeline reports
• Perform daily HubSpot tasks and manage the company task checklist to ensure all workstreams are being effectively managed

Deal Support & Document Preparation:

• Use Excel to create and update basic spreadsheets (rent rolls, property summaries, comps)
• Prepare offering memos and presentation materials in PowerPoint using company-branded templates
• Draft Letters of Intent (LOIs) in Word and assist with NDA reviews under guidance
• Pull market/property information from CoStar and generate requested reports (training provided)

Research & Communication:

• Call brokers, property managers, and apartments to gather market diligence and compare data
• Conduct market research and prepare concise summary reports
• Draft monthly investor update emails and reports with a high level of written English proficiency

Operations & Process Development:

• Document and create SOPs for recurring tasks and business processes
• Maintain organized digital files and ensure information is consistently logged in company systems

Qualifications

• Bachelor’s degree in Business, Finance, or a related field
• Prior experience as an Executive Assistant, Operations Coordinator, or Virtual Assistant (real estate preferred)
• Strong English communication skills, both written and verbal
• Proficiency in MS Office Suite (Excel, PowerPoint, Word)
• Ability to learn and work with software platforms like HubSpot and CoStar
• Highly organized, detail-oriented, and proactive with multitasking abilities

Preferred Experience

• Real estate industry knowledge (multifamily or commercial)
• Experience drafting or reviewing legal documents (NDAs, LOIs)
• Familiarity with CoStar or other property data tools