Job Details

Job Summary
We are seeking a proactive and highly organized Executive Assistant to provide direct administrative and operational support to a Real Estate Development Executive within a dynamic firm specializing in various real estate functions including development, sales, leasing and property management. The ideal candidate will be dependable, detail-oriented, and capable of managing a varied workload in a fast-paced, deadline-driven environment. This role requires exceptional discretion, strong communication skills, and a commitment to professional service in support of development initiatives, property operations, and legal documentation.

Primary Responsibilities

• Prepare and manage general correspondence, development-related documentation, legal agreements, and transactional support materials such as contracts, lease amendments, and property closing packages
• Coordinate internal and external communications, including with legal counsel, contractors, tenants, municipal officials, and vendors
• Track key project timelines, manage meeting logistics, and maintain oversight of schedules, deadlines, and deliverables
• Maintain property and project records, update spreadsheets and project databases, and assist in financial tracking
• Facilitate the execution and notarization of legal documents for closings and project approvals
• Respond to inquiries with a professional and solution-oriented approach, supporting both executive-level needs and operational functions
• Assist with document formatting, proposal preparation, and presentation support for development and acquisition efforts
• Support day-to-day business needs with flexibility and initiative, adjusting priorities as necessary

Key Qualifications

• Ability to thrive in a fast-paced setting with evolving priorities and multiple concurrent projects
• Strong written and verbal communication skills and polished executive presence
• Demonstrated ability to handle confidential information with professionalism and discretion
• Advanced proficiency in Microsoft Office Suite; experience with QuickBooks and property management software (e.g., Appfolio or equivalent) a plus
• Highly organized self-starter with exceptional time management and multitasking ability
• Professional demeanor with excellent interpersonal skills and customer service orientation
• Prior experience preparing legal documents and coordinating real estate closings is strongly preferred

Education & Experience Requirements

• High School diploma required; post-secondary education or certification in real estate or business administration preferred
• Minimum 3 years of experience as an administrative or executive assistant, ideally supporting senior leadership in real estate or legal environments
• Familiarity with property development, asset management, or legal support functions is a strong plus
• Valid driver’s license required