Executive Administrative Assistant

About the role

Based in our Vienna, Virginia office, this is an in-office position supporting our Executive Managing Director of Property Management. The salary range for this role is $65,000 – $75,000.

Responsibilities

• Proactively manages complex executive schedule — meetings, appointments, conferences, and teleconferences — identifying and resolving conflicts.
• Arranges all travel logistics (flights, hotels, ground transportation) and prepares detailed itineraries.
• Reads, researches, and routes correspondence; drafts and edits emails, letters, and documents on behalf of executives.
• Serves as primary point of contact for internal and external communications, screening calls and managing inquiries.
• Greets guests and clients in person and by phone, answering or directing inquiries.
• Gathers and distributes meeting materials, takes minutes, and follows up on action items.
• Maintains historical reference by developing filing/retrieval systems and recording meeting discussions.
• Prepares reports, agendas, and special-project documents (Word, Excel, Adobe) in support of organizational objectives.
• Provides high-level operational and administrative support as needed.
• Assists with project management: tracking deadlines, coordinating with stakeholders, preparing status reports.
• Coordinates with the corporate office on employee information, accounting, reports, and deadlines.
• Serves as liaison across the property management platform, coordinating with property managers, tenant coordinators, lease administrators, and construction managers across multiple markets.
• Maintains strict confidentiality of sensitive and client information; secures data through regular database backups.
• Processes and reconciles expense reports.
• Coordinates with the marketing team to prepare pitch proposals and new-business presentation materials.
• Prepares management agreements and shepherds them through execution, tracking status and follow-up.
• Contributes to team effort by taking on related tasks as needed.

Requirements

• 5+ years in a similar role.
• High School diploma or equivalent (Bachelor’s Degree preferred).
• Commercial Real Estate or Property Management experience strongly preferred.
• Advanced in Microsoft Office (Outlook, Excel, Word); experience with Yardi, DocuSign, Microsoft Planner, and Emburse a plus; comfort with AI and productivity tools.
• Strong work ethic and ability to resolve problems with minimal supervision.
• Located in the DC Metro area and able to work in our Vienna, VA office.
• Ability to provide references and complete background check.

Skills

• Excellent communication and organizational skills.
• Strong attention to detail.
• Ability to multitask, prioritize assignments, and meet deadlines.
• Ability to solve problems and research if necessary.
• Ability to interpret instructions and ask questions to ensure understanding.
• Ability to prioritize and organize work assignments; delegate work and follow-up as necessary to receive desired results.
• Ability to ensure security and confidentiality of client and company information.
• Ability to interact positively with clients and/or prospects.

Pay

$65,000 – $75,000.