Executive Administrative Assistant, Fund Management

Northmarq•Portland, OR

3h•Onsite

About The Position

At Northmarq, you can be part of something special. Northmarq is a unique capital markets resource for commercial real estate investors, providing our clients access to experts in debt, equity, investment sales, loan servicing, and fund management. We offer you a career path with best-in-class training, and we foster inclusive teams committed to collaboration, mentoring, and growth. At Northmarq, we will help you unlock your potential – whether you are an industry veteran or you’re just getting started. Your new career is waiting. Start something special today. Northmarq was voted by Real Estate Forum as one of The Best Places to Work in Commercial Real Estate! Northmarq is seeking an Executive Administrative Assistant based in our Portland (Lake Oswego) office to support the Fund Management executive leadership team while also providing broader administrative and operational support across the Fund Management line of business. In this role, you will manage executive calendars and priorities, coordinate meetings and travel, and prepare complex materials and presentations for leadership as needed. You will also assist with day-to-day administrative activities across compliance, accounting, and investment administration functions, helping ensure the team operates smoothly and efficiently. The ideal candidate is highly organized, proactive, and comfortable working independently in a dynamic, fast-paced environment. This position is a full-time in-office position, targeting a near term start date

Requirements

Associate or bachelor’s degree or equivalent experience.
5+ years of executive administration/office management experience, and minimum of 3+ years supporting executives is required.
Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint); familiarity with document management systems.
Strong written and verbal communication skills.
Highly organized, proactive, detail-oriented with strong problem-solving abilities.
Ability to prioritize, multitask, and meet deadlines in a fast-paced environment.
Demonstrated professionalism, discretion, and diplomacy with internal and external stakeholders.

Nice To Haves

Prior bookkeeping and financial administration experience preferred.
Salesforce experience a plus.

Responsibilities

Direct and maintain executive calendars, including scheduling, meeting coordination, and proactive resolution of conflicts.
Partner with leaders to prepare for key meetings, including materials, agendas, and follow-up on action items.
Coordinate travel arrangements and prepare and review expense reports for accuracy and compliance.
Draft, edit, and format correspondence and prepare/refine presentations and materials in PowerPoint and Excel as needed.
Maintain organized electronic and physical files and handle confidential information with discretion.
Support procurement and travel budget tracking and manage office supply needs.
Assist with special projects and process improvements and take on additional responsibilities as they arise and team grows.
Provide day-to-day administrative support to the Fund Management team across compliance, accounting, and investment administration functions.
Route documents for signatures; coordinate mail, FedEx, and overnight shipments.
Provide travel and expense support specifically for designated Fund Management team members.
Serve as a point of contact between Fund Management, Servicing, and Corporate Accounting teams.
Support routine compliance administration, including onboarding activities and periodic reporting communications.
Assist with maintaining investor documentation and compliance screening processes.
Support corporate and fund-level payables, coordinating with Northmarq Accounting and external vendors.
Assist with maintaining files, responding to audit-related document requests, and preparing materials for distribution as needed.
Provide basic bookkeeping and record-keeping support related to payables and fund administration, including preparation and distribution of tax and financial documents.
Assist with collecting and tracking borrower/sponsor reporting and insurance documentation.
Support coordination of investment-level documents, signatures (wet and DocuSign), and servicing transitions.
Maintain and update trackers related to payments, reporting, and documentation.