Job Description

Job Description

The Administrative/ Executive Assistant will be essential to ensuring the effectiveness of the GREA Management Team by proactively coordinating/prioritizing tasks, ensuring topics of importance are communicated in an organized and efficient manner, leading project coordination, and proactively identifying other areas in which he/she can provide further assistance. This position will interact with all levels of the organization, including the leadership team. Additionally, he/she will interact frequently with key stakeholders inside and outside of the organization.

In a fast paced and growing business, it is essential that this person have the capability and desire to think on their feet, show initiative, provide solutions, and take on business development and administrative tasks. Organization, attention to detail and an assertive personality are mandatory characteristics to thrive in this position. Our team mission is to provide the highest level of service for our clients. There is significant growth potential for the person that possesses those qualities and puts them to work on a daily basis.

Responsibilities :

• General Administration Support: provide administrative support for team and partners, including answering calls, scheduling meetings, taking meeting notes, processing expenses, filing, scanning, handle incoming and outgoing mail, make dinner reservations etc.
• Travel/Conference/Trade Shows: coordinates travel arrangements including air reservations, cost comparisons, scheduling options, hotel reservations, and car rental reservations; coordinate and handle logistics; register key members for trade shows/conferences; prepare/collate materials for meetings; etc.
• Coordinates communications, schedules and information flow between teams
• Office supply ordering for City Office and Suburban Office.
• Checking mail in both offices.
• Maintain and update Team Leader's database daily to maximize repeat and referral business.
• Assist Team Leader with email correspondence.
• Prepare for meetings and presentations in office 
• Book networking events and conferences and track expenses 
• Prepare for and attend trade shows and conferences. 
• Prepare marketing/presentation materials for pitches with Transaction and Marketing Manager
• Manage internal calendars 
• Assist with continuing education and license renewal tracking and reminders.
• Manage client gifts/entertainment.
• Prepare documents related to transactions, including letters of intent, commission agreements, contracts forms, spreadsheets and other documents.
• Assist with event planning.
• Responsible for prioritizing projects to meet multiple deadlines in a fast-paced, team-oriented environment.
• Occasional personal errands for Executives.
• Other tasks as assigned by Management Team. 

Education / Skills

Necessary Qualifications

• Must be a self starter
• Must have a professional demeanor 
• Willingness to take on new challenges and be a team player 
• Interest/Experience in commercial real estate a plus. 
• Bachelor’s Degree (or comparable work experience)
• 1-3 years in office environment
• Skilled in Microsoft Office including Word, Excel and Power Point
• Knowledge of Canva, Publisher, InDesign, PhotoShop preferred but not required
• Ability to learn new software programs with ease
• Excellent written and verbal communication skills; strong proofreading and editing abilities
• Strong organizational skills, with ability to keep others focused, on task and efficient with aggressive follow-up skills
• Ability to prioritize, meet tight deadlines and maintain high quality work
• Exceptional customer service and relationship management skills
• Ability to multi-task with strong attention to detail
• Ability to function independently, as well as a member of the team
• Ability to deal tactfully and professionally with all levels of employees
• Demonstrated high degree of professionalism and trust in dealing with confidential and sensitive matters
• Energetic, responsive team player interested in taking initiative and working in a fast-paced environment

This position is a hybrid position with 2 days scheduled in our Old City, Philadelphia office, 2 days scheduled in our Bryn Mawr office, and one day remote. It is a full-time salaried position with health benefits, generous paid time off, and 401k with employer matching. Please send resume with cover letter attached to Alexandra Stitz, Director of Operations, at  [email protected]

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