Executive/Personal Assistant - Real Estate Family Office
A private, boutique real estate family office, is seeking a highly organized and proactive Executive Assistant with real estate experience to provide comprehensive support. This role involves administrative and personal assistant duties, project management, and real estate project-focused responsibilities. The ideal candidate is detail-oriented, adaptable, and capable of managing multiple priorities in a dynamic, boutique environment.
Salary commensurate with experience $90-120k base range + great benefits and flexible PTO
Hours: 9am-6pm, with flexibility as needed but good work life balance
Location: Chelsea, NYC - onsite in office 5 days/week
Key Responsibilities:
Administrative & Office Management:
- Manage office supplies, equipment, and general office upkeep.
- Handle corporate Amex account management.
- Coordinate travel arrangements, including flights, hotels, and reservations.
- Assist with personal tasks, such as managing vehicle maintenance and occasional driving.
- Oversee website, email accounts, and phone numbers.
- Support Portugal citizenship matters in coordination with attorneys.
- Manage hosting for various websites owned by the principal.
- Manage calendars for Principals and COO, scheduling and coordinating meetings seamlessly.
- Ensure all meetings are properly scheduled and integrated into relevant calendars.
- Maintain meticulous organization of all documents related to entities, properties, and personal matters.
- Store and manage documents in an accessible online folder for ownership and relevant parties.
Real Estate & Project Support:
- Assist with wire transfers and related requests.
- Support due diligence efforts by gathering required documentation and information.
- Coordinate and organize materials for closings and broker opinions of value (BOVs).
- Perform basic Excel tasks, such as tracking expenses, organizing property data, and creating simple reports.
- Manage contracts and licenses to ensure compliance, accuracy, and timely renewals.
- Oversee the digitization of the Houston management office, ensuring all files are scanned and systematically organized.
- Assist with real estate-related initiatives and special projects as needed.
Miscellaneous:
- Assist with various miscellaneous tasks as needed.
- Set up the conference room before meetings.
- Coordinate weekly office cleaning.
- Organize and catalog all stored art, maintaining an online database with photos, insurance policies, and relevant details.
- Manage the sale of items such as old furniture or vehicles.
- Handle errands as they arise.
- Liaise with health insurance providers and submit reimbursement requests.
Qualifications:
- 5+ years of prior experience as an Executive/Personal Assistant, Office Manager, or in a similar role.
- Real estate experience is required.
- Strong organizational skills with attention to detail.
- Proficiency in Microsoft Excel and Microsoft Office Suite.
- Ability to manage multiple projects and prioritize effectively.
- Legal experience is a plus but not required.
- Discretion, professionalism, and strong communication skills
Please submit your resume to apply.
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