Executive Administrative Assistant Needed Immediately

Executive Administrative Assistant Real Estate Investment Firm – Philadelphia Suburbs
Full-Time | On-Site | Monday–Friday

About the Role

We are seeking a proactive and highly organized Executive Administrative Assistant to support the leadership team of a fast-growing real estate investment firm. This key role blends executive support, client and investor communication, office coordination, and light marketing/operational assistance. The ideal candidate is polished, resourceful, detail-oriented, and thrives in a dynamic, team-focused environment.
This is an excellent opportunity for someone who enjoys being at the center of operations and wants to grow alongside a respected investment firm.

What You’ll Do

Executive & Administrative Support
Manage complex calendars, meeting schedules, appointments, and occasional travel for executives and partners
Serve as the first point of contact for calls, emails, and external inquiries
Draft and prepare correspondence, presentations, memos, and executive reports
Maintain organized digital and physical filing systems while handling all information with discretion
Oversee conference room scheduling, office procedures, mail distribution, and equipment maintenance
Greet clients and visitors with professionalism and support general team needs
Assist with reception coverage and help coordinate an upcoming office move
Client & Investor Relations
Act as a primary liaison for clients and investors
Assist with investor communications, including email updates, scheduling, and document preparation
Support the planning and execution of investor/client meetings, presentations, and follow-ups
Help prepare contracts, investor packets, and transaction-related documentation
Marketing & Database Coordination
Support marketing campaigns, email outreach, and occasional social media initiatives
Contribute to the creation or refinement of marketing materials and deliverables
Maintain and update CRMs, contact lists, and internal tracking systems across multiple platforms
Operations & Office Management
Monitor office inventory, order supplies, and ensure the workspace is well-maintained and organized
Coordinate with vendors, service providers, and building management
Support staff scheduling and assist with onboarding tasks for new team members
Financial & Project Support
Assist with invoice processing, expense tracking, and basic budget-related tasks
Support the organization and tracking of real estate transactions and internal projects
Prepare, maintain, and distribute financial or property-related documentation
What You Bring
~ Education: Bachelor’s degree preferred
~ Experience:
~5+ years of administrative or executive assistant experience (strongly preferred)
~ Background in real estate, investor relations, client service, or marketing is highly beneficial
~ Experience working with investors or supporting investor communications a plus
~ Skills:
~ Exceptional communication, organization, and time-management abilities
~ High level of professionalism, discretion, and confidentiality
~ Strong problem-solving skills and ability to manage multiple priorities
~ Proficiency in Microsoft Office; familiarity with CRM or marketing platforms is helpful
~ Other: Notary certification or willingness to obtain one

Benefits
~ Competitive salary, commensurate with experience
~ Medical, dental, and vision insurance
~401(k) plan
~ Paid parental leave
~ Career development and training resources
~ Wellness and mental health programs