Commercial Real Estate Executive Assistant
About The Position
This is a rare opportunity to start a career at Max Benjamin Partners, an active boutique commercial real estate firm. This role is expansive and allows the individual a path to promotion with the company in business operations. This job is two-fold and is responsible for both championing office management to a team of 20 in-person and 20 remote staff, as well as the Executive Assistant (“EA”) to the Managing Director (“MD”) to ensure all essential company initiatives are successfully carried out. This includes acting as the main point of contact/liaison for employees with any internal essential business functions, from onboarding and deal closing to daily support with third-party business vendors. The EOA will be working directly with the MD and the Operations Manager, helping to run the fast-paced office. This EA role will provide administrative support to alleviate the MD’s responsibilities by taking calls on his behalf, managing his calendars, writing employee contracts, planning travel itineraries, maintaining organization on several projects, completing applications, spearheading recruitment, and adding value on email correspondence such as filling out applications, or locating and sharing documents or intel with clients whenever possible. EA will occasionally perform personal errands.
Requirements
- 3 years of prior OA or Executive Assistant experience - someone who is passionate about administrations and operations for a long-term career path
- Highly proficient professional business writing with exceptional English, grammar, and punctuation skills
- Succinct and effective oral communicatior who proactively shares updates to team and follows up with collegues until tasks are fully completed.
- Advanced proficiency in Microsoft Office (Excel, PowerPoint, Outlook, OneDrive) and proven ability to learn and implement new computer platforms to a team
- Must have outstanding initiative, be a self-starter, and a “Jack-of-all-trades” - someone who embraces new challenges and figures out a solution with whatever resources necessary in a timely and professional manner
- Collaborative, team-oriented individual with a strong sense of integrity and professionalism
- Ability to focus and maintain multiple projects. A true type A personality.
- Must have reliable form of transportation
Nice To Haves
- Competent in legal jargon (prepping, editing, managing legal documents) is preferred
- Correspond with a professional and warm communication style
- Experience in real estate capital markets (not residential) is a bonus
Responsibilities
- Draft and send correspondence from contracts, recruitment materials, events, and employee contracts
- Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior leadership at MBP
- Ensure all employees are supported from onboarding, training materials, and access to third-party resources to facilitate necessary job functions
- Order and maintain office and employee supplies, ensure cleanliness of shared spaces beginning the day with emptying the dishwasher and ending the day by running it
- Be effective at communicating questions to a busy MD via email, text, in-person meetings, etc., in order to complete job tasks correctly. This person must not be shy to follow up over and over until a task is totally completed with teammates
- Learn, train, and onboard on internal computer systems and platforms acting as first point of contact for all new and existing employees
- Have the intuition to react with appropriate level of urgency to situations, be able to complete multiple high-priority tasks efficiently, and be comfortable making decisions with minimal oversight or mentorship
- Support the MD as needed on business and extraneous tasks and continually ensure MD is punctual to all meetings and prepared for travel and priorities
- Ensure all invoices are approved by MD and paid by the Billing Department ahead of schedule
- Maintain professionalism and strict confidentiality with all materials exercising discretion
Benefits
- Bonus based on performance
- Company parties
- Competitive salary
- Dental insurance
- Health insurance
- Opportunity for advancement
- Training & development
- Vision insurance
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
