Job Description
Job Description
Executive Administrative Assistant
Real Estate Investment Firm – Philadelphia Suburbs
Full-Time | On-Site | Monday–Friday
About the Role
We are seeking a proactive and highly organized Executive Administrative Assistant to support the leadership team of a fast-growing real estate investment firm. This key role blends executive support, client and investor communication, office coordination, and light marketing/operational assistance. The ideal candidate is polished, resourceful, detail-oriented, and thrives in a dynamic, team-focused environment.
This is an excellent opportunity for someone who enjoys being at the center of operations and wants to grow alongside a respected investment firm.
What You’ll Do
Executive & Administrative Support
- Manage complex calendars, meeting schedules, appointments, and occasional travel for executives and partners
- Serve as the first point of contact for calls, emails, and external inquiries
- Draft and prepare correspondence, presentations, memos, and executive reports
- Maintain organized digital and physical filing systems while handling all information with discretion
- Oversee conference room scheduling, office procedures, mail distribution, and equipment maintenance
- Greet clients and visitors with professionalism and support general team needs
- Assist with reception coverage and help coordinate an upcoming office move
Client & Investor Relations
- Act as a primary liaison for clients and investors
- Assist with investor communications, including email updates, scheduling, and document preparation
- Support the planning and execution of investor/client meetings, presentations, and follow-ups
- Help prepare contracts, investor packets, and transaction-related documentation
Marketing & Database Coordination
- Support marketing campaigns, email outreach, and occasional social media initiatives
- Contribute to the creation or refinement of marketing materials and deliverables
- Maintain and update CRMs, contact lists, and internal tracking systems across multiple platforms
Operations & Office Management
- Monitor office inventory, order supplies, and ensure the workspace is well-maintained and organized
- Coordinate with vendors, service providers, and building management
- Support staff scheduling and assist with onboarding tasks for new team members
Financial & Project Support
- Assist with invoice processing, expense tracking, and basic budget-related tasks
- Support the organization and tracking of real estate transactions and internal projects
- Prepare, maintain, and distribute financial or property-related documentation
What You Bring
- Education: Bachelor’s degree preferred
- Experience:
- 5+ years of administrative or executive assistant experience (strongly preferred)
- Background in real estate, investor relations, client service, or marketing is highly beneficial
- Experience working with investors or supporting investor communications a plus
- Skills:
- Exceptional communication, organization, and time-management abilities
- High level of professionalism, discretion, and confidentiality
- Strong problem-solving skills and ability to manage multiple priorities
- Proficiency in Microsoft Office; familiarity with CRM or marketing platforms is helpful
- Other: Notary certification or willingness to obtain one
Benefits
- Competitive salary, commensurate with experience
- Medical, dental, and vision insurance
- 401(k) plan
- Paid parental leave
- Career development and training resources
- Wellness and mental health programs
Job Tags
Full time, Work at office, Monday to Friday,