Executive Personal Assistant and Leasing Coordinator

Personal Assistant Job Description

MUST HAVE EXECUTIVE ASSISTANCE EXPERIENCE

Reports to CEO

Position Summary

We are seeking a highly organized, proactive, and performance-driven Executive & Leasing Coordinator to support the day-to-day operations of our commercial real estate portfolio. This individual will serve as the right hand to the Director of Leasing, assisting with lease administration, leasing coordination, showings, executive support, email and call management, and special projects.

Executive Support

• Manage calendars and scheduling.
• Organize and prioritize emails.
• Answer and return phone calls professionally.
• Coordinate meetings and travel.
• Prepare reports, presentations, and meeting agendas.
• Maintain organized digital filing systems.
• Assist with special projects.

Leasing Coordination

• Prepare lease packages and renewal documents.
• Track leases from LOI through execution.
• Coordinate with attorneys, brokers, and tenants.
• Maintain lease expiration reports.
• Ensure executed leases are properly filed.
• Maintain leasing pipeline reports.

Showing Coordination

• Schedule and confirm property tours.
• Coordinate access to vacant suites.
• Ensure spaces are presentation-ready.
• Follow up with prospects after every showing.
• Update CRM and leasing records.

Tenant & Administrative Support

• Respond to tenant and prospect inquiries.
• Coordinate move-ins and signage approvals.
• Route maintenance requests.
• Maintain digital records and shared files.
• Track action items and vendor coordination.

Performance Expectations (KPIs)

• Inbox maintained below 20 unread emails.
• Routine emails responded to within 4 business hours.
• All missed calls returned the same business day.
• 100% of leasing inquiries logged.
• LOIs prepared within 24 hours.
• Lease packages completed within 48 hours.
• Zero missed lease renewal deadlines.
• 100% follow-up after every showing.
• Weekly leasing dashboard completed.
• Digital files maintained accurately.

Ideal Candidate

• Highly organized and detail-oriented.
• Strong communication skills.
• Professional phone etiquette.
• Self-starter with a positive attitude.
• Comfortable multitasking in a fast-paced environment.
• Experience with Microsoft Office, Google Workspace, Adobe Acrobat, Excel, DocuSign, CRM software, and property management software preferred.

Compensation Structure

• $22-$25/HR PART TIME

Growth Opportunity

• Potential advancement into a full time role.

Pay: $22.00 - $25.00 per hour

Work Location: In person