Real Estate Development & Brokerage Executive Assistant

Reporting Relationship: CEO and President

Classification: Part-Time (Approximately 20 hours/week)

The Development & Brokerage Assistant provides vital administrative, research, and project support to the real estate development and brokerage teams. This role helps ensure that real estate brokerage and development project activities are well-organized, documented, and efficiently executed. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced environment. They will assist with a range of activities including transaction coordination, research, marketing updates, and development project tracking.

• Assist with tracking active development projects, timelines, and budgets.
• Help maintain construction and due diligence documentation, including contracts, drawings, and permits.
• Support communication and scheduling with architects, contractors, engineers, and city officials.
• Prepare summaries and milestone reports for internal meetings.
• Monitor and organize project invoices and pay applications for review by accounting.
• Update project status sheets, dashboards, and shared drive files.

• Support listing coordination — including uploading and maintaining property listings, photos, and details on necessary websites.
• Track deal progress through listing, offer, due diligence, and closing stages.
• Communicate with brokers, clients, and tenants as directed.
• Coordinate showings, property access, and client communications.
• Assist in maintaining CRM records and contact databases.
• Support brokerage compliance documentation and file management, as needed.

• Maintain organized digital and physical files for projects and transactions.
• Draft correspondence, meeting notes, and updates for team members or external partners.
• Coordinate internal calendars and key dates for development, brokerage, and accounting teams.
• Provide general administrative support as needed (data entry, scanning, scheduling, etc.).
• Support ad hoc research and reporting needs for leadership.
• Managing incoming phone calls and directing inquiries appropriately.
• Welcoming and assisting guests upon arrival at the company office.

• Organization & Attention to Detail:
  Keeps multiple priorities aligned and documented.
• Communication:
  Clear, professional, and proactive in both written and verbal communication.
• Adaptability:
  Can handle evolving priorities and multiple stakeholders.
• Integrity & Discretion:
  Manages confidential and financial information responsibly.
• Initiative:
  Takes ownership and anticipates team needs.
• Collaboration:
  
  Works well with internal departments, clients, and external partners.

• Associate or bachelor’s degree preferred (or relevant work experience).
• Prior experience in real estate, construction, or administrative support strongly preferred.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint); familiarity with CoStar, Loop Net, or CRM software is a plus.
• Excellent written and verbal communication skills.
• Self-starter with strong organizational and time-management abilities.
• Able to work independently with minimal supervision.