Executive Assistant Job at firstPRO, Inc, Ardmore, PA

TUxLalFCVXJRNHl1ZkttS1REaERJZFJFcVE9PQ==
  • firstPRO, Inc
  • Ardmore, PA

Job Description

Job Description

Executive Administrative Assistant

Real Estate Investment Firm – Philadelphia Suburbs

Full-Time | On-Site | Monday–Friday

About the Role

We are seeking a proactive and highly organized Executive Administrative Assistant to support the leadership team of a fast-growing real estate investment firm. This key role blends executive support, client and investor communication, office coordination, and light marketing/operational assistance. The ideal candidate is polished, resourceful, detail-oriented, and thrives in a dynamic, team-focused environment.

This is an excellent opportunity for someone who enjoys being at the center of operations and wants to grow alongside a respected investment firm.

What You’ll Do

Executive & Administrative Support

  • Manage complex calendars, meeting schedules, appointments, and occasional travel for executives and partners
  • Serve as the first point of contact for calls, emails, and external inquiries
  • Draft and prepare correspondence, presentations, memos, and executive reports
  • Maintain organized digital and physical filing systems while handling all information with discretion
  • Oversee conference room scheduling, office procedures, mail distribution, and equipment maintenance
  • Greet clients and visitors with professionalism and support general team needs
  • Assist with reception coverage and help coordinate an upcoming office move

Client & Investor Relations

  • Act as a primary liaison for clients and investors
  • Assist with investor communications, including email updates, scheduling, and document preparation
  • Support the planning and execution of investor/client meetings, presentations, and follow-ups
  • Help prepare contracts, investor packets, and transaction-related documentation

Marketing & Database Coordination

  • Support marketing campaigns, email outreach, and occasional social media initiatives
  • Contribute to the creation or refinement of marketing materials and deliverables
  • Maintain and update CRMs, contact lists, and internal tracking systems across multiple platforms

Operations & Office Management

  • Monitor office inventory, order supplies, and ensure the workspace is well-maintained and organized
  • Coordinate with vendors, service providers, and building management
  • Support staff scheduling and assist with onboarding tasks for new team members

Financial & Project Support

  • Assist with invoice processing, expense tracking, and basic budget-related tasks
  • Support the organization and tracking of real estate transactions and internal projects
  • Prepare, maintain, and distribute financial or property-related documentation

What You Bring

  • Education: Bachelor’s degree preferred
  • Experience:
  • 5+ years of administrative or executive assistant experience (strongly preferred)
  • Background in real estate, investor relations, client service, or marketing is highly beneficial
  • Experience working with investors or supporting investor communications a plus
  • Skills:
  • Exceptional communication, organization, and time-management abilities
  • High level of professionalism, discretion, and confidentiality
  • Strong problem-solving skills and ability to manage multiple priorities
  • Proficiency in Microsoft Office; familiarity with CRM or marketing platforms is helpful
  • Other: Notary certification or willingness to obtain one

Benefits

  • Competitive salary, commensurate with experience
  • Medical, dental, and vision insurance
  • 401(k) plan
  • Paid parental leave
  • Career development and training resources
  • Wellness and mental health programs

Job Tags

Full time, Work at office, Monday to Friday,

Similar Jobs

Disability Solutions

Assistant/Associate/Full Professor, Department of Biomedical Engineering Job at Disability Solutions

 ...an environment where staff and faculty are key contributors to UC's success. About the Department The Department of Biomedical Engineering currently has 19 full time faculty, 16 of which are tenured or on tenure track, and an enrollment of about 400 undergraduate... 

American Family Care

Medical Assistant- PRN Job at American Family Care

 ...Medical Assistant Provides general medical care under the direction of a licensed provider to patients in an outpatient clinic setting. This position works directly with a franchised business location. The specific job duties and benefits can vary between franchises... 

Copilot Careers

Substitute Teacher - No Experience Needed! Job at Copilot Careers

 ...applications from both certified substitute teachers and those with no teaching experience....  ...experience for students and become an integral part of the schools educational team This...  ...routinely hire our substitutes for full-time teaching positions Hundreds of daily... 

Dfbooking Recruitment Services

Front-end Engineer. USA Visa Avalaible Job at Dfbooking Recruitment Services

Job brief To create effective web tools that empower artists and designers, we are looking for a talented front-end engineer. Your input will have a direct impact on the tools used by creatives, improving their capacity to realize their ideas. What you'll do:...

Elite Technical

Agile Coach Job at Elite Technical

Agile CoachSeeking a Agile Coach, who is SAFe 6 certified, and can serve as a strategic change agent who champions enterprise-wide lean agile enablement and transformation. The selected candidate will drive continuous improvement across the organization through the...