Commercial Property & Executive Administrative Assistant

Commercial Property & Executive Administrative Assistant De Pietro Holdings LLC Pasadena, CA Job Details Full-time $30 - $35 an hour 14 hours ago Benefits Health insurance 401(k) Paid time off Qualifications Accounting systems Written communication Teamwork Microsoft Excel Property management tools Microsoft Outlook Preventive maintenance Vendor management Phone communication Facilities management Executive administrative support Mid-level Invoice payment processing Bachelor's degree Attention to detail Vendor relationship management Organizational skills Annual budget preparation Managing executive calendars Phone call management Communication skills Property management Tenants File organization Full Job Description About De Pietro Holdings LLC De Pietro Holdings LLC is a privately held, family-owned, and operated commercial real estate investment company in Pasadena, CA, with a focus on office and industrial assets. Formed in 1955, De Pietro Holdings LLC manages only its own properties and works closely with tenants and vendors to develop meaningful relationships with a high standard of professionalism and responsiveness. The company operates with a long-term ownership mindset, confidentiality, and a lean, collaborative structure. We value trust, responsibility, and long-term thinking and are seeking a team member who can serve in a trusted operational and administrative role. Position Summary The Property & Executive Administrative Assistant plays a central role in the daily operations of the company. This high-trust position blends executive support, property management, and financial administration and serves as a key point of coordination across tenants, vendors, accounting, and company partners. The ideal candidate is detail-oriented, proactive and comfortable in multiple roles requiring discretion, judgment, and the ability to manage multiple priorities independently. The position is well-suited for someone interested in developing a career in commercial real estate with the potential for increased responsibility. Core Responsibilities Property Management and Operations

• Support day-to-day operations of commercial properties in coordination with property management team and partners
• Coordinate maintenance, repairs, and preventative maintenance with vendors and tenants
• Prepare, issue and track work and repair requests
• Maintain Certificates of Insurance for tenants, vendors, and contractors
• Assist with rent tracking, tenant and vendor billing, and follow-up to ensure timely payments
• Assist with tenant and vendor administration and documentation
• Draft and distribute tenant communications related to building operations
• Potential to support annual expense reconciliations, annual budgets, and monthly property reporting Administrative and Executive Support
• Provide direct administrative support to ownership and accounting team
• Coordinate calendars, meetings, site visits and conference calls
• Process and coordinate accounts payable and receivable invoices and reports
• Maintain organized digital and physical filing systems
• Serve as a professional point of contact for tenants, vendors, and partners
• Screen calls and correspondence and respond as appropriate
• Handle sensitive and confidential matters with discretion Qualifications
• Bachelor's Degree preferred
• 2-5 years of administrative, property management, or real estate-related experience preferred
• Strong proficiency in Microsoft Office (Excel, Word, Outlook); familiarity with accounts payable software such as Bill.com; property management or accounting software (Intuit) a plus
• Excellent written and verbal communication skills
• Strong organizational skills with attention to detail
• Ability to manage multiple priorities and work independently
• Professional, discreet, and business-minded demeanor
• Strong problem-solving skills and sound judgment
• Customer-service oriented with a collaborative mindset

Pay:

$30.00 - $35.00 per hour

Benefits:

401(k) Health insurance Paid time off

Work Location:

In person