Administrative Assistant - Brooklyn, NY

About the role

We're looking for a highly organized, service-minded Administrative Assistant to join our luxury real estate brokerage in Brooklyn. This is a full-time, in-office role ideal for someone who enjoys supporting others, building relationships, and helping a busy office operate seamlessly. You'll play a key role in supporting agents and staff through transaction coordination, scheduling, event planning, reporting, and day-to-day office operations. Join a team where your contributions are valued, your work makes an impact, and no two days are the same.

Responsibilities

• Coordinate and process rental deal transactions, ensuring accurate documentation, timely data entry, and compliance with company policies and procedures.
• Track deal progress, maintain transaction records, and collaborate with brokers and internal departments to facilitate successful deal completion.
• Prepare, maintain, and distribute various reports by compiling data from multiple sources.
• Generate and distribute market reports by collecting, verifying, and organizing market and property information.
• Prepare weekly post office bulk mailings for agents.
• Plan, organize, and support office events, meetings, and client functions by managing logistics, schedules, vendor communications, and attendee coordination.
• Manage calendars and coordinate meetings, appointments, and conference room reservations for agents, clients, and staff. Prioritize scheduling requests, resolve conflicts, and ensure efficient use of time and resources.
• Provide comprehensive administrative and operational support through transaction management, reporting, event coordination, bulk mail processing, and scheduling activities, ensuring efficient workflows, accurate documentation, and exceptional internal and external client service.

Requirements

• Bachelor's degree or equivalent; may consider candidates without a degree given applicable work experience.
• 1+ years of experience in a customer-centric business environment with administrative duties.
• Proficiency in Google Suite.
• Excellent interpersonal skills, both verbal and written.
• Diligent with excellent organization skills.
• Ability to interact with both internal and external customers at all levels.
• Professional demeanor and ability to defuse difficult situations in a calm manner.
• Ability to prioritize and be flexible with changing business needs in a high-paced team environment.
• Physically able to bend, stoop, climb, walk, and lift & carry heavy objects (up to 20 lbs).

Schedule

Full-time, in-office role.