Executive Assistant/Paralegal-Real Estate

Description Fulltime: $75,000 - $110,000/Year

Location: Wilmington, DE

Fulltime-100% onsite

Phenomenal small family-owned company with $8MM revenue, current Executive Assistant/Paralegal is retiring after 15+ years at the end of next month, everyone has being there 11+ years, you have 20+ year tenured people. This is a fulltime onsite role. They are full-service property management, development, and leasing company. They currently own and manage over six million square feet of commercial retail, multi family, and residential space.

The person will have one direct report (Administrative assistant). This role will support the VP of Real Estate permanent, and General Manager and the rest of the team occasionally. Ideal profile is some who is tech savvy, has collaborated with Attorneys, and has a real estate or paralegal background. This a deadline drive role, the person will be working with a lot of outside attorneys to draft documents, and amendments.

3 interviews and done ( 1st -30min Microsoft teams' interview, 2nd onsite interview with GM, Office Manager, and outgoing Executive Assistant), 3rd with Vice President of Operations)

As an Executive Assistant, you will be responsible for handling a wide range of administrative and executive support related tasks and will be able to work independently. Provide full executive support as Executive Assistant to the VP of Operations representing them to the public through personal, telephone, and electronic communications.

Responsibilities

Full interaction with the VP of Operations for all aspects of their business

Manage day-to-day business, interaction with their clients and interaction with their colleagues

Email management including detailed follow up.

Constantly improving process and procedures

Full calendar management and scheduling

Client relations

Over time developing a full understanding of the executive's business

Manage expense report preparation, submission, tracking status in PeopleSoft.

Prepare and edit correspondence, communications, presentations, and other documents.

Prioritize and manage multiple projects simultaneously and follow through on issues promptly.

Responsible for being liaison to internal departments on behalf of executive i.e., Research, Marketing, Finance etc. for client requests.

Gather market research information to create client deliverables such as, market surveys, tour books, competitive sets.

Prepare deal documents including Request for Proposals, Letters of Intent, renewal letters, leasing status reports & customer & prospect correspondence, with direction from brokers and/or knowledge of company policies, procedures, and best practices.

Update & maintain company Contact Relationship Management (CRM) database to track prospects, clients, and deal information.

Manage & maintain all listings on CoStar, LoopNet, View the Space & Hightower

Prepare property marketing flyers, brochures, and email distributions.

Create and edit presentations, pitches, and client deliverables for prospect/client meetings.

Assist and participate in planning as needed for industry functions or client events and open houses

Collect & process deal file paperwork; calculate, generate & send invoices utilizing accounting platform.

Track and process broker expense reports according to the T& E policy Requirements

Administrative Assistance, Administrative experience, Administrative management, Administrative skills, Branch Administration, Client administration

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