Executive Assistant

Transwestern is a vertically integrated commercial real estate firm dedicated to serving investors, partners and clients through expertise in investment, development, brokerage and property management. Our experience spans diverse property types, including logistics, multifamily, retail, mixed-use, healthcare, office, data centers, hotel, and life sciences. Across 35 offices nationwide, our team is united by a culture that cultivates agility, mutual trust and high performance.

About the role

The Executive Assistant provides high-level administrative professional support to the Services President, COO and other leadership positions. This role involves executive support in a one-on-one working relationship with each executive, serving as a liaison to other Company Executives, the Executive Committee, and senior management teams. The Executive Assistant organizes and coordinates executive outreach and external relations efforts, oversees special projects, and leads support to internal and external parties with an elevated level of professionalism.

The role requires exercising good judgment in diverse situations, strong written and verbal communication, administrative and organizational skills, and the ability to maintain balance among multiple priorities. The Executive Assistant will serve as a strategic partner, ensuring efficient day-to-day operations and enabling executives to focus on high-impact initiatives.

Responsibilities

• Manage sensitive matters with a high level of confidentiality, discretion, and professionalism, particularly those impacting operations and C-Level decisions.
• Handle incoming and outgoing communications on behalf of the executive, including screening phone calls, responding to emails, drafting correspondence, and managing contacts.
• Serve as the primary liaison between senior executives and internal/external stakeholders, managing communications, drafting correspondence, and ensuring timely follow-up on projects and tasks.
• Coordinate and manage complex scheduling and calendars for senior executives, including professional and personal engagements, ensuring smooth information flow and resolving scheduling conflicts.
• Plan and coordinate travel itineraries, including booking flights, hotels, and transportation, confirming travel plans are cost-effective and align with the executive's schedule.
• Efficiently prepare and submit expense reports with accuracy and within designated deadlines.
• Oversee the executive office's daily operations, including managing supplies, equipment, and facilities.
• Organize and prepare for meetings, including setting agendas, arranging logistics, and documenting minutes.
• Prepare and edit documents, reports, presentations, and other materials, ensuring accuracy, organization, and visual appeal.
• Assist with special projects, including personal tasks, team communications, and event planning (both internal and off-site).
• Welcome and assist guests, maintain a professional and tidy work environment, and ensure all building security procedures are followed.
• Provide administrative support such as managing office supplies, mail, meeting room setups, and offering overflow support to service lines.
• Build and maintain relationships with key stakeholders, both internal and external, acting as a representative of the executive in interactions with clients, partners, and team members.
• Participate in safety and security protocols, including emergency roles as needed.
• Perform other functions as assigned.

Requirements

• Bachelor’s degree in communication, business administration, or a related field is required.
• Minimum of 5+ years of experience supporting senior executives, ideally in a corporate or professional services environment.
• Experience with managing schedules, coordinating meetings, and handling communications.

Skills

• Advanced skills in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint), Workday, and Zoom.
• Excellent verbal and written communication skills with the ability to interact confidently and professionally at all levels.
• Familiarity with calendar and scheduling applications.
• AI experience preferred.
• High level of confidentiality and discretion in handling sensitive information.
• Strong business sense, capable of making sound judgment calls and prioritizing tasks effectively.
• Ability to manage multiple tasks concurrently and maintain a high level of organization in a fast-paced environment.
• Willingness to work flexible hours and adapt to changing priorities in a dynamic environment.
• Collaborative and team-oriented approach, with a strong focus on providing exceptional service.
• Meticulous attention to detail in handling documents, correspondence, and logistics.
• Dedicated to performing duties at the highest standard consistently.
• Ability to think creatively and act with urgency when needed.

Office Expectations

Work Location: Transwestern Minneapolis or Atlanta office. Due to the core functions of this role, a consistent, in-office presence is required.

Travel may be required.

This role requires a signed Non-Disclosure Agreement.

About Us

Our firm is built on a shared purpose: Empowering good people to do extraordinary things together. We hire smart, passionate, hard-working people who value both collaboration and independence. United by our brand promise, we own the outcome for clients, investors, and partners.

All candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to criminal history, education verification, motor vehicle records, credit history, and professional license verification. Employment is also subject to successfully passing a drug screen check prior to starting with the firm.