Administrative Assistant

We are seeking an Administrative Assistant to support a leading Commercial Real Estate client in New York.

About the Opportunity:

State Date: ASAP

Assignment Length: Contract to perm

Schedule: Monday to Friday

Hours: 9am-6pm (possible overtime but that will be pretty rare)

Responsibilities:

The Administrative Assistant will:

Provide administrative support to Executive Vice Chairman, Executive MDs, Senior MDs, and team partners.

Coordinate and manage complex calendars, flexible with urgent schedule changes and last-minute meetings.

Organize and manage email correspondence and prioritize follow-ups.

Handle confidential information with discretion and professionalism.

Track and manage action items and deliverables to ensure timely completion.

Prepare and maintain marketing materials such as flyers and presentations.

Provide support for copying, faxing, scanning, mailing, and filing.

Schedule, prepare, and organize internal and external meetings and conference calls.

Coordinate catering, book venues, and prepare meeting materials.

Manage team supply orders (e.g., Amazon) and oversee general office logistics.

Process expense reports, check requests, and financial tracking (invoicing, follow-ups).

Maintain centralized tracking systems for team agendas, meetings, and deliverables.

Act as a liaison between team members, departments, and external contacts.

Serve as point of contact for onboarding new hires, including training on internal platforms.

Arrange complex travel itineraries including flights, hotels, and car rentals.

Qualifications:

Bachelor's Degree preferred; High School diploma required.

3-6+ years of administrative or executive support experience (real estate experience a plus).

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Strong verbal and written communication skills.

Excellent organizational skills and attention to detail.

Ability to multi-task, prioritize, and work independently in a high-energy environment.

Flexible, motivated, and professional demeanor.