Job Description

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

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