Job Description

Adobe InDesign and Illustrator experience REQUIRED.

Job Summary: Our company is seeking an experienced and highly organized Executive Assistant with a strong background in commercial real estate to join our high-performing brokerage team. This multi-faceted role requires a combination of administrative, research, and marketing skills, supporting a multi-broker team. The ideal candidate will be tech-savvy, proactive, and able to manage multiple tasks and deadlines in a fast-paced environment. This position involves supporting office operations, conducting market research, and assisting with marketing efforts to ensure client satisfaction and continued business success.

Personal Attributes for Success in This Role:

• Demonstrate a high level of motivation, dependability, and attention to detail.
• Possess exceptional “googling”, research and problem-solving skills, with the ability to think critically and resourcefully.
• Exhibit a solution-oriented mindset, always exploring all options before resorting to alternatives.
• Thrive in a fast-paced, dynamic work environment, adjusting quickly to changing priorities and demands.
• Take initiative with a proactive approach to learning and professional development, continuously seeking opportunities for growth within the organization.

Key Responsibilities:

Marketing and Design:

• Create visually appealing marketing materials using Adobe Creative Suite (InDesign, Illustrator, Photoshop), including property brochures, leasing signs, marketing flyers, and email blasts.
• Assist with the design and production of executive real estate tour books, mapping, and other marketing collateral.
• Manage the execution of email marketing campaigns, ensuring timely delivery and proper content distribution.
• Help with the launch of new property listings, ensuring all materials are prepared, and listings are published online.

Research and Market Analysis:

• Conduct research on commercial real estate markets, including property availability, transactions, new developments, and tenant information.
• Utilize CoStar, LoopNet, Pitney Bowes MapInfo, and AnySite software to gather and analyze market data, and produce comprehensive reports.
• Maintain and update property listings, demographic data, traffic counts, and competitive market information across various platforms (CoStar, LoopNet, website, etc.).
• Develop targeted marketing materials based on research, including brochures, email campaigns, demographic reports, and property flyers.
• Coordinate client-specific research such as title searches, parcel maps, housing studies, and city/county statistics.

Administrative and Office Management:

• Provide administrative support by managing calendars, coordinating meetings and conference calls, and handling inbound/outbound mail.
• Organize travel arrangements, client events, and conference details
• Assist with processing listing agreements, tracking invoices, and managing the installation of signage for listings.
• Respond to client and internal inquiries, ensuring seamless communication and problem resolution.
• Help manage office operations, including office supplies, general IT support, and front desk duties.
• Provide ongoing administrative support for daily operations, including file management, general office tasks (copying, shipping, mailing), and coordinating office supplies.

Qualifications:

• REQUIRED: In-depth knowledge and proficiency with Adobe Creative Suite (InDesign, Illustrator, Photoshop).
• Minimum of 2-3 years of experience in commercial real estate or a related field.
• Strong familiarity with CoStar, LoopNet, Pitney Bowes MapInfo, and AnySite software (or willingness to learn).
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general computer troubleshooting skills.
• Exceptional organizational skills, with the ability to manage multiple tasks simultaneously and meet deadlines.
• Strong communication skills, both written and verbal, with a professional phone demeanor.
• Ability to work independently, take initiative, and contribute to a collaborative team environment.
• Knowledge of marketing best practices and attention to detail.

Certificates and/or Licenses:

• Real Estate License preferred, but not required.

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