We are seeking an Administrative Assistant to support a leading Commercial Real Estate client in New York.
About the Opportunity:
- State Date: ASAP
- Assignment Length: Contract to perm
- Schedule: Monday to Friday
- Hours: 9am-6pm (possible overtime but that will be pretty rare)
Responsibilities:
The Administrative Assistant will:
- Provide administrative support to Executive Vice Chairman, Executive MDs, Senior MDs, and team partners.
- Coordinate and manage complex calendars, flexible with urgent schedule changes and last-minute meetings.
- Organize and manage email correspondence and prioritize follow-ups.
- Handle confidential information with discretion and professionalism.
- Track and manage action items and deliverables to ensure timely completion.
- Prepare and maintain marketing materials such as flyers and presentations.
- Provide support for copying, faxing, scanning, mailing, and filing.
- Schedule, prepare, and organize internal and external meetings and conference calls.
- Coordinate catering, book venues, and prepare meeting materials.
- Manage team supply orders (e.g., Amazon) and oversee general office logistics.
- Process expense reports, check requests, and financial tracking (invoicing, follow-ups).
- Maintain centralized tracking systems for team agendas, meetings, and deliverables.
- Act as a liaison between team members, departments, and external contacts.
- Serve as point of contact for onboarding new hires, including training on internal platforms.
- Arrange complex travel itineraries including flights, hotels, and car rentals.
Qualifications:
- Bachelor's Degree preferred; High School diploma required.
- 3-6+ years of administrative or executive support experience (real estate experience a plus).
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Ability to multi-task, prioritize, and work independently in a high-energy environment.
- Flexible, motivated, and professional demeanor.