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Executive Assistant
Executive AssistantfirstPRO, Inc • Ardmore, Pennsylvania, United States
Executive Assistant

Executive Assistant

firstPRO, Inc • Ardmore, Pennsylvania, United States
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  • [job_card.full_time]
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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
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