Executive Assistant

Are you a critical thinker ready to step out of the traditional "calendar and inbox" EA box and into a true operational leadership track? 🚀

Our client, a privately held commercial real estate powerhouse with a $4 billion portfolio , is looking for a senior level Executive Assistant to act as the right hand to their Head of Operations.

🚨 IMPORTANT: READ BEFORE APPLYING 🚨

1. Watch this quick Loom video on how to get hired: https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

2. C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift.

3. Please submit your RESUME AND AN AUDIO RECORDING IN ENGLISH.

📋 The Details

Job Title: Executive Assistant (Job ID: DAVEA1)

• Job ID: DAVEA1
• Industry: Real Estate
• Location: South Africa
• Job Status: Full Time
• Work Schedule: Monday to Friday, flexible within 8am to 5pm (EST)
• Salary: $3000 to $4000
• Target Start Date: ASAP

🏢 Who You Will Be Joining

Our client is an Orange County, California based commercial real estate investment firm. They own and operate a portfolio of roughly 100 retail and commercial properties valued at close to $4 billion, with nearly 1,000 tenants!

What makes them unusual?

They own 95 to 97% of what they manage. They aren't a third party shop chasing management contracts, they are principals investing their own capital. Decisions are made quickly, and your work will have a direct, visible effect on the business. They also own an affiliated brokerage founded in 1994, with brokers who have been there for three decades.

This is a firm that hires the person before the résumé. Their President and CFO joined 25 years ago with no real estate background, and their Head of Operations came from ultra luxury resorts. Leadership is famously decent, the culture is low ego and high trust, and people simply do not leave. Plus, they plan to double in size over the next five to seven years.

🚀 The Role: Not Your Average EA

You will work directly with the executive who runs operations for the entire firm (asset management, property management, accounting, HR, construction, and leasing all report to him). He is currently doing the work of several people, and he needs someone who can take real weight off his plate, not someone who waits to be told what to do.

We are looking for an EA into leadership type. You need to hold context across a large portfolio, chase down details nobody else is tracking, and think a step ahead. The stated intention is that the right person will grow into a broader operational and leadership role over time. If you want a seat where competence gets noticed and rewarded, this is it!

Handles: leasing support (finding tenants, cold calling prospects, booking tours), keeping leases and renewals organized, document organization, tedious but must be right tasks.

Additionally, you will provide critical administrative support, coordinate website updates, and act as a vital backup for customer phone calls.

🔑 Key Responsibilities

Executive Support & Operational Leverage

• Act as the right hand to the Head of Operations, managing priorities, following up on open items, and keeping projects from stalling.
• Prepare, format, and build presentation decks for lenders, banking partners, and internal leadership.
• Organize and maintain critical documents across a large, active portfolio.
• Draft communications, summarize long documents, and prepare briefing materials ahead of meetings.
• Anticipate needs and close loops without being asked twice.

Lease & Portfolio Administration

• Track lease expirations, renewal dates, and critical deadlines across roughly 1,000 tenants.
• Maintain organized, current lease files and supporting documentation.
• Support lease abstracting and the preparation of standardized forms and templates.
• Flag issues and inconsistencies before they become problems.

Leasing Support & Tenant Outreach

• Conduct outbound outreach to prospective tenants to generate interest and schedule property tours.
• Build and maintain relationships with prospect contacts.
• Keep pipeline and outreach activity organized and reportable.

AI Enabled Execution

• Use AI tools (Claude in particular) as a daily working partner to research, draft, analyze, build, and solve problems independently.
• Build simple dashboards, documents, and marketing collateral using AI design tools.
• Document your own workflows into clear SOPs.

🎯 What We're Looking For

• Experience: 5+ years supporting senior executives, ideally in real estate, finance, professional services, or another fast moving, detail heavy environment.
• Genuine AI Fluency: You already use Claude (or comparable) daily and can show us how. This is non negotiable , the firm runs on AI internally and has already built out custom workflows, skills, and knowledge bases you will inherit on day one.
• Critical Thinking > Task Taking: You can be handed an ambiguous problem and come back with a recommendation, not a list of questions.
• Exceptional Communication: Stellar written and spoken English, with a professional, confident phone presence.
• Extreme Organization: You are the person who remembers the deadline everyone else forgot.
• Discretion & Judgment: You will be handling sensitive financial and legal documentation.
• Setup: Reliable high speed internet and a professional remote setup, with availability during US Pacific business hours.
• Mindset: Low ego, high standards. The culture here is genuinely kind and genuinely demanding.

✨ Bonus Points

• Commercial real estate experience (leasing, property management, asset management, or brokerage support).
• Familiarity with lease abstracting, CAM reconciliations, or tenant coordination.
• Experience with the Microsoft 365 ecosystem.
• Comfort with dictation and automation tools (Wispr Flow, Granola, or similar).
• Experience building SOPs or documentation from scratch.

💰 Compensation

$3000 to $4000

Competitive USD salary commensurate with experience. This is a senior role and is priced accordingly, we are targeting top tier candidates, not the low end of the market!