Executive Administrative Assistant

Position Overview

We are seeking a highly strategic, proactive, and discreet Executive Assistant to serve as a trusted partner to the Owner of a growing full-service real estate organization. This role is designed to extend the Owner’s capacity by driving prioritization, ensuring execution of key initiatives, and maintaining alignment across leadership, operations, and external stakeholders.

The Executive Assistant will operate as a central point of coordination, managing competing priorities, streamlining communication, and ensuring critical business objectives move forward efficiently and with accountability.

This is not a traditional administrative role. The ideal candidate will demonstrate strong business acumen, sound judgment, and the ability to operate with a high level of autonomy in a fast-paced, high-growth environment.

Core Responsibilities

Strategic & Executive Support

• Own and optimize the Owner’s calendar with a focus on prioritization, efficiency, and alignment to business objectives


• Serve as a gatekeeper and liaison between the Owner and internal/external stakeholders, ensuring effective communication and follow-through


• Prepare executive-level briefing materials, reports, presentations, and meeting agendas


• Track key initiatives, projects, and decisions; ensure accountability and timely execution across teams


• Anticipate needs, identify potential conflicts, and proactively resolve issues

Operational Coordination & Leadership Alignment

• Coordinate with department leaders (Multi-Family, Commercial, Development, and Corporate) to ensure alignment on priorities and deadlines


• Facilitate communication flow between leadership and operational teams to drive clarity and execution


• Support oversight of key operational initiatives without owning transactional-level execution


• Monitor and follow up on action items from leadership meetings to ensure completion

Business & Project Support

• Conduct research and provide insights to support business decisions, acquisitions, and development opportunities


• Assist with tracking high-level financials, reporting, and expense oversight as needed


• Identify process inefficiencies and recommend improvements to enhance operational effectiveness


• Support special projects aligned with company growth and strategic initiatives

Administrative Excellence

• Manage complex travel arrangements, meeting coordination, and event logistics


• Oversee sensitive and confidential communications, documents, and information


• Ensure organization and accessibility of executive files, records, and reporting materials

Scope Clarification

This role is designed to operate at a strategic and coordination level, not as a transactional executor. Day-to-day responsibilities such as detailed transaction processing, CRM data entry, and marketing execution will be supported by respective teams, with this role providing oversight and coordination as needed.

Qualifications

• 5 years of experience supporting senior executives or business owners in a fast-paced environment


• Strong business acumen with the ability to understand and support operational and strategic priorities


• Exceptional organizational, time management, and prioritization skills


• Proven ability to manage multiple priorities with a high level of accuracy and discretion


• Executive presence with strong communication and interpersonal skills


• High level of integrity and ability to handle confidential information

Preferred Experience

• Background in real estate, property management, development, or related industry


• Experience supporting a business owner, CEO, or senior executive team


• Familiarity with CRM systems, reporting tools, and business operations workflows

Compensation & Benefits

• Competitive salary based on experience


• Performance-based incentives


• Comprehensive benefits package


• Paid time off and holidays

Why This Role

This position offers a unique opportunity to work directly with the Owner and play a critical role in the continued growth and success of Vintage Realty Company. The individual in this role will gain exposure to high-level decision-making, strategic initiatives, and complex business operations across multiple divisions.