Team Executive Assistant

Key Responsibilities

Executive Support

• Provide comprehensive administrative support to Capital Markets senior leadership, including managing complex calendars, coordinating meetings across multiple time zones, and handling confidential correspondence.

• Prepare executives for meetings by compiling briefing materials, market updates, and client information.

• Manage travel arrangements and logistics for domestic and international business trips.

Client and Stakeholder Management

• Serve as the primary point of contact for high-profile clients, investors, and internal stakeholders.

• Coordinate client meetings, due diligence sessions, and property tours.

• Maintain professional relationships with key contacts and ensure seamless communication between executives and external parties.

Transaction Support

• Assist with capital markets transactions by organizing deal documentation, coordinating with legal and financial teams, and maintaining transaction databases.

• Prepare marketing materials, pitch books, and client presentations. Support due diligence processes by organizing data rooms and coordinating document reviews.

Event and Meeting Coordination

• Plan and execute client events, investor meetings, and market briefings.

• Coordinate venue selection, catering, technology requirements, and attendee logistics.

• Manage event budgets and vendor relationships to ensure successful outcomes.

Information Management

• Maintain confidential filing systems, both physical and digital.

• Prepare reports, correspondence, and presentations using advanced Microsoft Office skills.

• Manage contact databases, meeting notes and ensure information accuracy across CRM systems.

Required Qualifications

• Bachelor's degree preferred or equivalent professional experience.

• Minimum 5 years of executive assistant experience, preferably in financial services, real estate, or professional services environment

• Experience supporting C-level executives in a corporate setting strongly preferred.

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Experience with CRM systems (Salesforce) and database management.

• Familiarity with presentation software and basic graphic design capabilities.

• Strong typing skills and attention to detail in document preparation.

• Exceptional organizational and time management abilities with capacity to prioritize multiple urgent tasks.

• Strong written and verbal communication skills.

• High level of discretion and ability to handle confidential information.

• Proven ability to work independently and make decisions in absence of direct supervision.