Executive Assistant - Commercial Real Estate

JLL•Miami, CO

12d•Onsite

About The Position

JLL empowers you to shape a brighter way . Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward. Executive Assistant – Commercial Real Estate Position Overview: A high-performing commercial real estate investment sales team is seeking a driven, detail-oriented Executive Assistant to provide full-spectrum support across business operations, deal execution, and administrative coordination. This role combines traditional executive assistance with transaction management, marketing coordination, and back-office oversight. The ideal candidate has 3+ years’ experience and is proactive, resourceful, and comfortable working in a fast-paced, client-facing environment, helping ensure the team runs efficiently while maintaining exceptional professional standards.

Requirements

3+ years of administrative or operations experience in real estate, finance, or professional services.
Proficient in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word).
Strong writing, organization, and multitasking skills with a high degree of initiative.
Ability to handle sensitive information discreetly and communicate professionally with clients and team members.

Nice To Haves

Bachelor’s degree in Business, Real Estate, or a related field preferred.
Proficiency with Adobe Creative Suite (Acrobat, Indesign, Photoshop) ideal.
Familiarity with CRM tools (Salesforce and CoStar, ) preferred.

Responsibilities

Manage calendars, schedule internal and external meetings, and coordinate complex travel itineraries.
Monitor and triage emails, ensuring prompt responses and maintaining organized inboxes.
Draft, proofread, and manage outgoing correspondence; handle confidential documents with discretion.
Submit expense reports and track budgets using firm-approved systems.
Maintain contact databases across Outlook, CRM platforms, and distribution lists.
Set up and manage reminders, follow-ups, and task tracking systems for time-sensitive deliverables.
Coordinate personal administrative items such as travel reimbursements, expense spreadsheets, and recurring payments as needed.
Draft and process brokerage agreements, commission invoices, and NDA documents.
Coordinate deal room setup and grant data access to clients, investors, or brokers.
Maintain CRM deal records (e.g., Salesforce, etc.) through each transaction stage.
Liaise with internal accounting and compliance teams to submit deal splits and co-broker documentation.
Pull and organize comparable sales data to support fee calculations and proposals.
Coordinate closing deliverables, assist with post-closing LinkedIn announcements, and track fee receipts.
Prepare and edit offering memoranda, pitch decks, proposals, and financial analyses for client presentations.
Maintain marketing templates, master agreements, and presentation materials.
Track contacts of interest and maintain city-specific relationship lists to streamline business development and travel planning.
Organize closing dinners, client happy hours, and team events.
Manage direct outreach lists and email campaigns to promote new listings or updates.
Prepare thank-you notes, invitations, and introductory communications.
Flag emails requiring follow-up and track task completion across the team.
Create call lists and calendar reminders for key commitments and client follow-ups.