Executive Assistant - Commercial Real Estate
JLL, Miami, FL, United States
Executive Assistant – Commercial Real Estate
A high‑performing commercial real estate investment sales team is seeking a driven, detail‑oriented Executive Assistant to provide full‑spectrum support across business operations, deal execution, and administrative coordination. This role combines traditional executive assistance with transaction management, marketing coordination, and back‑office oversight.
Key Responsibilities
Executive & Administrative Support
- Manage calendars, schedule internal and external meetings, and coordinate complex travel itineraries.
- Monitor and triage emails, ensuring prompt responses and maintaining organized inboxes.
- Draft, proofread, and manage outgoing correspondence; handle confidential documents with discretion.
- Submit expense reports and track budgets using firm‑approved systems.
- Maintain contact databases across Outlook, CRM platforms, and distribution lists.
- Set up and manage reminders, follow‑ups, and task‑tracking systems for time‑sensitive deliverables.
- Coordinate personal administrative items such as travel reimbursements, expense spreadsheets, and recurring payments as needed.
Deal & Transaction Management
- Draft and process brokerage agreements, commission invoices, and NDA documents.
- Coordinate deal‑room setup and grant data access to clients, investors, or brokers.
- Maintain CRM deal records (e.g., Salesforce) through each transaction stage.
- Liaise with internal accounting and compliance teams to submit deal splits and co‑broker documentation.
- Pull and organize comparable sales data to support fee calculations and proposals.
- Coordinate closing deliverables, assist with post‑closing LinkedIn announcements, and track fee receipts.
Marketing, Client Outreach & Event Coordination
- Prepare and edit offering memoranda, pitch decks, proposals, and financial analyses for client presentations.
- Maintain marketing templates, master agreements, and presentation materials.
- Track contacts of interest and maintain city‑specific relationship lists to streamline business development and travel planning.
- Organize closing dinners, client happy hours, and team events.
- Manage direct outreach lists and email campaigns to promote new listings or updates.
- Prepare thank‑you notes, invitations, and introductory communications.
- Flag emails requiring follow‑up and track task completion across the team.
- Create call lists and calendar reminders for key commitments and client follow‑ups.
Qualifications
- Bachelor’s degree in Business, Real Estate, or a related field (preferred).
- 3+ years of administrative or operations experience in real estate, finance, or professional services.
- Proficient in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word); proficiency with Adobe Creative Suite (Acrobat, InDesign, Photoshop) is ideal.
- Strong writing, organization, and multitasking skills with a high degree of initiative.
- Familiarity with CRM tools (Salesforce and CoStar) preferred.
- Ability to handle sensitive information discreetly and communicate professionally with clients and team members.
Compensation & Benefits
- Competitive base salary commensurate with experience.
- Performance‑based bonus eligibility.
- Comprehensive benefits package including health, dental, and vision insurance.
- Paid time off and professional development support.
Summary
This role is ideal for a high‑performing professional who thrives in a structured yet entrepreneurial setting. The Executive Assistant will be the organizational anchor of a fast‑moving brokerage team—ensuring that deals close smoothly, lead brokers’ mailboxes, travel schedules, and calendars are managed efficiently, clients are engaged, and internal operations run seamlessly.
Seniority level
- Associate
Employment type
- Full‑time
Job function
- Administrative