Executive Administrative Assistant

Property Acquisition & Management Firm Role Overview We are seeking a high-caliber Executive Assistant to serve as the right hand to the CEO & Founder of a growing property acquisition and management business. This is not a traditional admin role—this is an operations-heavy, execution-driven position for someone who can anticipate needs, manage moving parts across deals and properties, and keep the business running at full velocity. You'll operate at the center of acquisitions, asset management, and day-to-day operations—ensuring nothing slips, deals move forward, and priorities stay aligned. If you're the type who brings order to chaos and thrives in a fast-moving, entrepreneurial environment, this is your seat. Key Responsibilities Executive & Strategic Support Own and aggressively manage the CEO's calendar, priorities, and communications to maximize output Act as gatekeeper and force multiplier—filter, prioritize, and execute Prepare briefing materials, reports, and investor or partner communications Acquisitions & Deal Flow Coordination Track property acquisition pipeline from sourcing through closing Coordinate with brokers, attorneys, lenders, and internal stakeholders Organize due diligence materials, contracts, and transaction timelines Operations & Property Management Support Support oversight of property portfolio, including vendor coordination and issue tracking Maintain organized systems for leases, documents, and property records Assist in monitoring property performance and reporting metrics Financial & Administrative Execution Support light bookkeeping (invoicing, expense tracking, reconciliations) using tools like QuickBooks Manage bill payments, vendor records, and basic financial documentation Handle contracts, e-signatures, and document workflows (DocuSign, etc.) Project & Process Management Drive key initiatives forward—track deadlines, follow up relentlessly, and ensure completion Build and improve internal systems, workflows, and documentation Coordinate meetings, calls, and occasional site visits or events What We're Looking For Proven experience supporting a CEO, founder, or senior executive—ideally in real estate, finance, or a fast-paced entrepreneurial environment Strong understanding of real estate transactions, property management, or willingness to ramp quickly Exceptional organizational skills with a bias for action and follow-through High proficiency in Microsoft Office, Google Workspace, and tools like QuickBooks, DocuSign, and CRM/project management systems Clear, concise communicator who can interact professionally with investors, partners, and vendors Ability to juggle multiple priorities without dropping details (you don't get overwhelmed—you get sharper) Discretion, judgment, and the ability to operate independently Why This Role Matters This role is critical to scaling the business. You will directly impact how quickly we acquire properties, how efficiently we operate, and how effectively the CEO can focus on growth. Bottom Line If you're looking for a clock-in/clock-out admin job, this isn't it. If you want to operate at the center of a growing real estate business and be a key driver behind the scenes—this is the opportunity. If you want, I can tailor this further to attract higher-end candidates (think ex-investment firm EAs) or make a version optimized for LinkedIn vs. Indeed. Duties Manage complex calendars and schedule appointments using Microsoft Outlook Calendar and Google Workspace, ensuring optimal time management for executives Prepare, proofread, and transcribe documents, reports, and correspondence with precision and attention to detail Coordinate meetings, conferences, and events, including venue arrangements, catering, and technical support Handle incoming calls with professionalism using multi-line phone systems and maintain excellent phone etiquette Organize files, maintain records, and oversee filing systems both digitally and physically for easy retrieval Assist with bookkeeping tasks using QuickBooks, including invoicing, expense tracking, and basic financial recordkeeping Support project coordination efforts by tracking deadlines, preparing agendas, and following up on action items Skills Proven experience in office management, administrative support or personal assistant roles with strong organizational skills Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry tools Excellent typing speed combined with transcription and proofreading abilities for accurate documentation Familiarity with office equipment such as multi-line phone systems, fax machines, and printers Strong customer service skills with the ability to handle inquiries professionally via phone or email Knowledge of office procedures including filing systems, front desk operations, and clerical tasks Experience with event planning and project coordination to ensure seamless execution of company initiatives Competence in using Office management software like DocuSign for electronic signatures and document sharing Ability to multitask efficiently while maintaining high attention to detail under tight deadlines This role is perfect for a motivated professional eager to leverage their administrative talents in a vibrant environment. Join us to be part of a team that values proactive support, meticulous organization, and exceptional service!

Job Type:

Full-time Pay:

$21.11 - $30.25 per hour

Benefits:

Paid time off

Work Location:

Hybrid remote in Watchung, NJ 07069