What are the responsibilities and job description for the Commercial Property & Executive Administrative Assistant position at De Pietro Holdings LLC?
The Property & Executive Administrative Assistant plays a central role in the daily operations of the company. This high-trust position blends executive support, property management, and financial administration and serves as a key point of coordination across tenants, vendors, accounting, and company partners.
The ideal candidate is detail-oriented, proactive and comfortable in multiple roles requiring discretion, judgment, and the ability to manage multiple priorities independently. The position is well-suited for someone interested in developing a career in commercial real estate with the potential for increased responsibility.
About De Pietro Holdings LLC
De Pietro Holdings LLC is a privately held and family owned and operated commercial real estate investment company in Pasadena, CA with a focus on office and industrial assets. Formed in 1955, De Pietro Holdings LLC manages only its own properties and works closely with tenants and vendors to develop meaningful relationships with a high standard of professionalism and responsiveness. The company operates with a long-term ownership mindset, confidentiality, and a lean, collaborative structure. We value trust, responsibility and long-term thinking and are seeking a team member who can serve in a trusted operational and administrative role.
Core Responsibilities
Property Management and Operations
Support day-to-day operations of commercial properties in coordination with property management team and partners
Coordinate maintenance, repairs, and preventative maintenance with vendors and tenants
Prepare, issue and track work and repair requests
Maintain Certificates of Insurance for tenants, vendors, and contractors
Assist with rent tracking, tenant and vendor billing, and follow-up to ensure timely payments
Assist with tenant and vendor administration and documentation
Draft and distribute tenant communications related to building operations
Potential to support annual expense reconciliations, annual budgets, and monthly property reporting
Administrative and Executive Support
Provide direct administrative support to ownership and accounting team
Coordinate calendars, meetings, site visits and conference calls
Process and coordinate accounts payable and receivable invoices and reports
Maintain organized digital and physical filing systems
Serve as a professional point of contact for tenants, vendors, and partners
Screen calls and correspondence and respond as appropriate
Handle sensitive and confidential matters with discretion
Qualifications
Bachelor’s Degree preferred
2–5 years of administrative, property management, or real estate–related experience preferred
Strong proficiency in Microsoft Office (Excel, Word, Outlook); familiarity with accounts payable software such as Bill.com; property management or accounting software (Intuit) a plus
Excellent written and verbal communication skills
Strong organizational skills with attention to detail
Ability to manage multiple priorities and work independently
Professional, discreet, and business-minded demeanor
Strong problem-solving skills and sound judgment
Customer-service oriented with a collaborative mindset
Career Growth
This position is designed to grow over time. As experience and trust develop, responsibilities may expand to include greater involvement in property operations, financial reporting, vendor management, and tenant relations.
Compensation
Compensation is competitive and commensurate with experience. Benefits and growth opportunities are aligned with long-term contribution to the firm.
Benefits
Health Insurance, Dental Insurance, 401k Plan, Paid Time Off, Major Holidays Observed
Schedule
Full-time, Weekdays, Monday to Friday, 8:30 am to 5:00 pm