Senior Executive Assistant (ALI0001)

Job Overview:

As an Executive Assistant, you will play a critical role in supporting senior managers and executives in our fast-paced real estate firm. The ideal candidate will possess excellent organizational and communication skills, along with the ability to maintain confidentiality and discretion. You will act as a trusted advisor, ensuring smooth day-to-day operations while proactively assisting with client management, marketing efforts, and administrative functions. This role offers a unique opportunity to be an integral part of a growing team.

Duties and Responsibilities:

Executive Support:

• Agenda & Calendar Management: Coordinate and manage agendas for 1:1 meetings, direct report meetings, and other key appointments for executives.
• Email & Correspondence Management: Maintain executives' inboxes, organize emails, and manage calendar appointments. Draft professional and error-free emails, letters, and internal communications. Monitor and file incoming mail (including attachements in to OneDrive) correctly.
• Internal Administration: Create and maintain internal processes and systems to ensure efficient office operations and organizational effectiveness.
• Meeting Support: Take minutes for meetings, track action items, and ensure follow-up with all relevant stakeholders. Circulate minutes with Partners.
• Event Management: Organize company functions, client meetings, events, and celebrations as required, including food orders, invitations, and event logistics.

Client & Account Management:

• Communication with Landlords & Tenants: Respond to tenant and landlord inquiries, provide necessary follow-ups, and ensure timely resolution of issues.
• Account Coordination: Ensure professional, polite, and timely communication with clients, vendors, and stakeholders.
• CRM Management: Manage and update the CRM system to track client and property details, ensuring accurate records are maintained.
• Lead Generation & Follow-ups: Proactively generate leads using lease expiry-driven reporting and target lists, and create alerts for follow-up actions.
• Tenant Rep Submissions: Assist in preparing and submitting tenant representation packages, ensuring timely responses and professional documentation. Predominently through filling out Excel document tables whilst referencing the database.
• Deal monitoring and record keeping: Track market deals, ensure the deal tracker file AND CRM is updated at all times.

Marketing & Property Promotion:

• Property Marketing Coordination: Liaise with vendors such as signboard companies, photographers, and other marketing suppliers. Obtain quotes and ensure timely execution of property marketing materials.
• Document Preparation & Design: Draft and design key documents including agency agreements, signboard reviews, leasing meeting updates, and presentation materials using tools like Canva and InDesign.
• Social Media & Online Presence: Manage and update social media profiles for Alira Property, ensuring content is relevant, engaging, and aligned with our brand.
• Content Creation & Email Marketing: Create content for social media posts, email newsletters, and online advertising campaigns, promoting Alira Property’s services and real estate opportunities.

Administrative Support & Reporting:

• Email Filing & Document Management: Organize and file incoming emails and attachments in an efficient and accessible system.
• Document Formatting & Pre-Listing Materials: Assist in formatting documents for presentations, listing agreements, and pre-listing materials.
• Reporting & Data Analysis: Track market trends, generate reports, and analyze data to inform decision-making. Assist in tracking leasing updates and market conditions.
• Event Planning: Coordinate logistical aspects of events, including food orders, guest invitations, and venue arrangements.

Skills & Qualifications:

• Organizational Excellence: Proven ability to prioritize, manage time effectively, and handle multiple tasks in a fast-paced environment.
• Communication Skills: Excellent verbal and written communication skills, with the ability to interact with clients, vendors, and team members professionally.
• Attention to Detail: A high degree of accuracy and attention to detail in all tasks, particularly when handling sensitive information and documents.
• Tech-Savvy: Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), CRM software, and design tools like Canva and InDesign.
• Real Estate Knowledge: Familiarity with commercial real estate processes and terminology is desired.
• Confidentiality & Discretion: Ability to handle confidential information with discretion and maintain a professional demeanor.
• Marketing & Social Media: Experience with social media platforms, content creation, email marketing, and online advertising.
• Event Coordination: Experience with planning and executing events, from logistics to guest coordination.
• Adaptability: Able to quickly adjust to shifting priorities and handle unexpected challenges with grace.
• Ability to use Excel, Outlook, Word, Canva, Indesign, powepoint, edit PDFs etc.
• Ideal communication channels – email, teams calls, whatsapp, messenger etc.