Job Description

Executive Assistant - Commercial

Job Level: Executive

Reports To: President / CEO

EEOC: Professional

Executive Assistant

We are seeking a seasoned, highly capable Executive Assistant to work directly with our CEO and support our Commercial Division. This role is ideal for someone who thrives in a fast-paced, entrepreneurial environment and is comfortable wearing multiple hats. The Executive Assistant will serve as a trusted partner to the CEO, managing day-to-day priorities while also supporting commercial property operations and special projects.

Our company owns and self-manages a diverse portfolio of multifamily, commercial, and hospitality properties across Pennsylvania, Florida, and New Jersey, in addition to a growing tequila brand. This position requires sound judgment, strong organizational skills, and the ability to anticipate needs before they arise.

Key Responsibilities:

· Provide comprehensive administrative support to the CEO, including managing email, calendars, meeting scheduling, and travel arrangements

· Act as a gatekeeper for the CEO by screening calls, emails, and requests, ensuring efficient and timely communication

· Take detailed meeting notes and follow up on action items as needed

· Draft, edit, and review correspondence, reports, and other documents on behalf of the CEO

· Assist with personal tasks such as bill payments, appointment scheduling, and personal travel coordination

· Read, research, collect, and analyze information in advance to help prioritize and streamline executive decision-making

· Work closely with the Chief of Staff and Senior Commercial Property Manager to support administrative and operational needs

· Serve as a primary liaison between property management, vendors, and tenants to support issue resolution, operational needs, and accounts receivable

· Track inspections, certifications, and regulatory requirements for commercial properties

· Provide administrative and strategic support throughout the commercial leasing process

· Draft and review Letters of Intent (LOIs) and coordinate leasing documentation

· Assist with coordinating tenant build-outs to ensure schedules and budgets are maintained

· Obtain quotes, develop scopes of work, and coordinate vendor bids for various projects

· Support accounting and property management teams in maintaining strong tenant relationships and minimizing outstanding balances

· Assist with special projects and additional tasks as assigned by the CEO, Chief of Staff, and Senior Property Manager

· Performs other duties as assigned

Qualifications:

· 5+ years of experience supporting senior executives, ideally within real estate, development, property management, or a related field

· Strong organizational skills with the ability to manage competing priorities and deadlines

· Excellent written and verbal communication skills

· High level of discretion and professionalism when handling confidential information

· Proactive, self-motivated, and comfortable working independently

· Experience supporting leasing, vendors, or property management is a strong plus

· Proficient in Microsoft Office and general office systems

Working Conditions:

· Works in a collaborative office environment

Physical Demands:

· Ability to physically access all interior parts of the office

· Ability to push, pull, lift, carry, or maneuver items with a weight of up to twenty (20) pounds independently and fifty (50) pounds with assistance

Salary: $70-85,000/yr

Location : Ardmore, PA

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