Job Description
Job DescriptionExecutive Assistant – Commercial Real EstateLocation: Downtown Portland, OR (InOffice) Free Parking OR Trimet pass
Employment Type: FullTime
Compensation: $60,000–$65,000 annually + comprehensive benefitsAbout the RoleWe are seeking a highly organized, proactive Executive Assistant to support a fastpaced Industrial Brokerage team within a respected commercial real estate firm. This role is ideal for someone who thrives in a collaborative environment, enjoys managing details, and takes pride in keeping people, processes, and transactions moving forward seamlessly.The Executive Assistant serves as a trusted partner to brokers, providing administrative, transactional, and marketing support while maintaining accuracy, professionalism, and confidentiality across all responsibilities.What You’ll Do
- Provide highlevel administrative and executive support to brokerage professionals
- Prepare, edit, proofread, and manage transaction documents including Letters of Intent (LOIs), listing agreements, representation agreements, and purchase and sale agreements
- Coordinate and track all transaction documentation from start through invoicing and closing
- Partner with the marketing team to create and update offering memorandums, pitch books, flyers, property tours, maps, and other listing materials
- Maintain and update databases of clients, prospects, lease comparables, and market data
- Manage calendars, schedule meetings, and coordinate Zoom or Microsoft Teams calls
- Conduct property and market research to support presentations and client deliverables
- Oversee email communications, signage orders, and signage maintenance
- Develop and maintain internal tracking tools and reports to support deadlines and workflow
- Provide backup support to other administrative team members as needed
What We’re Looking For
- Prior experience supporting executives or brokerage teams in a fastpaced professional environment
- Commercial real estate experience strongly preferred
- Exceptional organizational skills with strong attention to detail and followthrough
- Ability to manage multiple priorities and deadlines with confidence and discretion
- Excellent written and verbal communication skills
- High level of professionalism and comfort handling sensitive, confidential information
- Proficiency with Microsoft Office (Excel, Word, Outlook, PowerPoint, OneDrive), Adobe applications, and filesharing platforms
- Experience with real estate databases such as CoStar is a plus
- Positive, teamoriented mindset with a proactive and solutionfocused approach
Why This Role
- Work closely with experienced brokers on highimpact transactions
- Join a collaborative, professional team that values accountability and relationships
- Be part of a firm that encourages ownership, initiative, and longterm growth
- Enjoy a stable, inoffice role with strong benefits in a downtown Portland location