Executive Administrative Assistant (Commercial Leasing)

Job Summary

We are seeking a highly experienced Executive Administrative Assistant with deep commercial leasing expertise to be a part of our Executive team. This role focuses heavily on the meticulous operational management, compliance, and tenant relations of our existing commercial property portfolio, rather than portfolio growth. The ideal candidate brings 8+ years of expertise seamlessly blending high-level C-suite support with commercial tenant communication, legal contract tracking, and accounts payable/receivable (AP/AR) workflows.

Responsibilities may include all of the following, but not limited to:

Commercial Leasing Operations & Tenant Relations

• Serve as the primary, day-to-day point of contact for all commercial tenants.


• Address tenant inquiries, maintenance requests, and operational issues regularly.


• Track existing commercial lease renewals, expirations, and rent escalations.


• Perform routine operational audits on active lease files and documents.


• Coordinate with facility managers and vendors for building upkeep.


• Ensure existing commercial properties meet local building compliance codes.

Financial Administration (AP/AR)

• Process monthly commercial tenant rent payments and common area maintenance (CAM) charges.


• Manage vendor invoice approvals for property repairs and operations.


• Reconcile property-specific expense reports and monthly statements.


• Issue late payment notices and resolve delinquent tenant accounts.


• Assist accounting with property-level monthly financial closing.

Legal Coordination & Compliance

• Review, organize, and archive active commercial lease agreements.


• Prepare initial drafts of lease amendments, extensions, and renewals.


• Coordinate legal signatures, notarizations, and state filings.


• Manage tracking and submission of necessary permits for property operations.


• Coordinate scheduling and follow-up for required municipal inspections.


• Act as a point-of-contact for external legal counsel as needed.

Executive Support & Office Administration

• Manage complex calendars and meetings.


• Screen phone calls, emails, and visitor requests.


• Draft and proofread professional high-level corporate correspondence.

Requirements:

Experience & Industry Focus

• Minimum 8+ years supporting executives in commercial real estate.


• Background focusing heavily on active commercial lease administration.


• Proven experience handling direct commercial tenant communications.


• Solid foundation managing corporate and property-level AP/AR workflows.

Technical & Software Skills

• Expert proficiency in Microsoft Office Suite.


• Deep working knowledge of QuickBooks platform.


• Experience with commercial property management software.


• Proficient with digital signature tools like DocuSign.

Education & Credentials

• Bachelor's degree preferred but not required.


• High school diploma or equivalent mandatory.


• Active Notary Public certification is preferred.

Key Competencies

• Exceptional customer service and tenant relationship skills.


• High-level follow-through and strict attention to detail.


• Absolute discretion with highly confidential data.


• Ability to prioritize multiple property issues simultaneously.


• Calm, professional demeanor under operational deadlines.