Executive Assistant

About the Company

Our client operates across the real estate investment and property management industries, specializing in the investment and management of apartment communities, retail spaces, and commercial real estate.

The Executive Assistant will support leadership across two related real estate businesses, including an established family-owned property management operation and a real estate investment firm. As the businesses continue to grow, leadership is looking for an experienced professional who can take ownership of administrative, financial, and organizational responsibilities.

Role Overview

The Executive Assistant will provide high-level administrative and operational support to a senior leader responsible for overseeing two real estate businesses.

This is a hybrid EA position that goes beyond traditional calendar and administrative support. The successful candidate will help manage day-to-day priorities, financial and bookkeeping-related tasks, reporting, documentation, and other responsibilities that currently take leadership away from higher-value management and growth initiatives.

The ideal candidate has 5+ years of experience, excellent organizational and communication skills, and strong proficiency with QuickBooks Desktop, QuickBooks Online, and Microsoft Excel.

Key Responsibilities

Executive & Administrative Support

Provide day-to-day executive support across two related real estate businesses
Manage and prioritize administrative responsibilities on behalf of leadership
Coordinate calendars, meetings, deadlines, and follow-up activities
Organize documents, records, and important business information
Prepare correspondence, reports, spreadsheets, and other business materials
Track outstanding action items and ensure important tasks are completed
Anticipate needs and proactively address administrative issues before they become bottlenecks

Bookkeeping & Financial Support

Support bookkeeping activities using QuickBooks Desktop and QuickBooks Online
Maintain accurate financial records and transaction information
Assist with financial data entry, reconciliations, and reporting
Organize invoices, expenses, and supporting financial documentation
Create and maintain Excel spreadsheets for financial and operational tracking
Assist leadership with retrieving and organizing financial information as needed

Real Estate & Property Management Support

Assist with administrative responsibilities related to apartment communities, retail properties, and commercial real estate
Maintain organized property and investment-related documentation
Support reporting and tracking across the property management and investment businesses
Assist with coordination between leadership, internal team members, vendors, and other stakeholders
Support special projects and real estate initiatives as assigned

Reporting & Data Management

Build and maintain spreadsheets and tracking systems in Microsoft Excel
Compile information for recurring operational and financial reports
Ensure data is accurate, organized, and easily accessible
Identify missing information and proactively follow up with the appropriate parties
Help improve internal organization and reporting processes

Operational Support

Assist with miscellaneous operational projects across both businesses
Help develop and maintain repeatable administrative processes
Identify opportunities to streamline recurring tasks and workflows
Take ownership of projects that can be delegated away from leadership
Support additional business needs as priorities evolve

Required Qualifications

Minimum 5 years of experience as an Executive Assistant, Senior Administrative Assistant, Operations Assistant, or similar role
Strong proficiency with QuickBooks Desktop
Strong proficiency with QuickBooks Online
Advanced working knowledge of Microsoft Excel
Experience supporting executives or senior business leaders
Excellent written and verbal English communication skills
Strong organizational and time management abilities
Exceptional attention to detail
Ability to manage multiple responsibilities across different businesses
Ability to work independently with minimal supervision
Strong judgment and discretion when handling confidential business and financial information

Preferred Qualifications

Previous experience within real estate, property management, or real estate investment
Experience supporting multiple businesses or entities simultaneously
Bookkeeping or accounting support experience
Experience creating financial and operational reports
Familiarity with apartment, retail, or commercial property operations
Experience improving administrative processes and workflows

Technology & Tools

QuickBooks Desktop
QuickBooks Online
Microsoft Excel
Microsoft Office
Google Workspace
Calendar and email management platforms
Remote collaboration and communication tools

Role Details

Fully remote position
Full-time
Monday–Friday
9:00 AM – 5:00 PM EST
Minimum 5 years of experience required
Must maintain consistent Eastern Time availability for daily communication with leadership

What This Role Offers

Opportunity to support leadership across two established real estate businesses
Broad exposure to property management and real estate investment operations
High level of ownership and responsibility
Opportunity to become a trusted extension of leadership
Long-term position with the ability to take on expanded responsibilities as the businesses grow

Ideal Candidate Profile

Experienced Executive Assistant who thrives in a high-ownership environment
Highly organized professional who can manage priorities across multiple businesses
Financially comfortable and confident working within QuickBooks and Excel
Proactive self-starter who does not need constant direction
Strong problem solver who can take an assignment and drive it through completion
Reliable and responsive with excellent follow-through
Comfortable shifting between executive support, bookkeeping, reporting, and operational responsibilities
Interested in becoming a long-term partner to leadership and helping create additional capacity for business growth

Success Metrics

Reduction in administrative workload for leadership
Accuracy and organization of bookkeeping and financial information
Timely completion of delegated responsibilities
Quality and accuracy of Excel reporting and tracking
Consistent follow-through on meetings, deadlines, and action items
Improved organization across both businesses
Responsiveness and quality of daily communication
Ability to independently take ownership of increasingly complex responsibilities

Executive Assistant - 20446