Executive Administrative Assistant

Description:

Executive Alliance is currently seeking a highly organized and detail-oriented Executive Administrative Assistant to provide administrative and operational support to its Asset Management team in New York, NY. This full-time, on-site position plays a critical role in supporting commercial real estate operations, lease administration, tenant relations, and executive-level coordination.

The ideal candidate will possess a solid understanding of real estate operations, administrative best practices, and exceptional organizational and communication skills. This role requires discretion, reliability, and the ability to manage multiple priorities in a fast-paced setting.

Key Responsibilities:

Administrative Support:

• Manage calendars, coordinate meetings and appointments, and arrange travel for the Asset Management team

• Prepare and submit expense reports, purchase orders, check requests, and invoices

• Draft, proofread, and format reports, presentations, lease documents, and general correspondence

• Maintain and organize both physical and digital filing systems (lease records, vendor files, compliance documents)

Property and Lease Management Support:

• Assist with lease abstracting and tracking of critical lease dates (renewals, expirations, rent escalations)

• Support lease compliance and prepare lease summaries, rent rolls, CAM reconciliations, and renewal notices

• Communicate with tenants regarding rent payments, repairs, notices, and lease obligations

• Coordinate service contracts, insurance certificates, and vendor management efforts

Project & Operational Support:

• Support coordination of property inspections, repairs, maintenance, capital improvements, and tenant fit-outs

• Track project milestones, timelines, deliverables, and budget status

• Assist in budget preparation and financial data reporting

Communication & Client Service:

• Act as a liaison for tenants, vendors, service providers, and internal stakeholders

• Handle tenant communication, addressing service requests and escalating issues as needed

• Help prepare newsletters, notices, and tenant announcements

Qualifications:

Required:

• 3–5 years of experience in a similar role; real estate, lease administration, or property management experience preferred

• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Familiarity with document and calendar management tools

• Strong organizational, time management, and multi-tasking abilities

• Ability to maintain confidentiality and prioritize tasks independently

Preferred:

• Experience with MRI, Yardi, CoStar, VTS, or similar platforms

• Knowledge of lease abstracts, CAM reconciliations, and property management terminology

• Notary Public certification is a plus

Key Competencies:

• High level of attention to detail and accuracy

• Integrity and discretion in handling sensitive information

• Effective written and verbal communication skills

• Proactive mindset and strong problem-solving ability

• Collaborative team player with a client-service orientation

Compensation:

• Salary: $55,000–$60,000 annually

• Monthly Equivalent: $4583 to $5000