Brokerage Administrative Assistant

Responsibilities

• Prepare correspondence, documents, Request For Proposals, LOIs, reports, account invoices, etc. with direction from advisors and/or knowledge of company policies and procedures
• Provide support for proposals, benchmark analysis and other projects
• Create and produce market tour materials, presentations, maps, graphics, proposal summaries, surveys, reports and other necessary deliverables
• Prepare and produce large presentations and tour books, often with a short lead-time
• Receive Requests for Proposals, dissect the instructions and necessary materials, oversee creation of proposals, create graphics and organizational charts, proofread and polish final version and create hard document based on specifications within in the RFP
• Map client portfolio locations and employee demographics for site selection analysis
• Create and design graphics and other “creative” visual aids for bids, proposals, presentations, marketing materials and documents
• Prepare, submit, track and process brokers’ expense reports, make travel arrangements, organize meetings/conference calls, calendar management and phone screening
• Create and edit presentations for prospect/client meetings
• Assist with gathering research information, building information, maps and pictures for creating building tour books
• Update and maintain databases to track prospects, clients and deal information

Qualifications

• Minimum five years’ experience as administrative assistant and preferred two years + supporting multiple people in the commercial real estate industry
• Two-year or four-year college degree
• Strong computer and Internet skills; high-level knowledge of MS Office, InDesign, Adobe Photoshop, Adobe Illustrator, Corel Draw, Prezi, Winstack, Salesforce, Costar
• Excellent interpersonal skills with ability to communicate professionally in a cross-team and cross-department function, through both verbal and written communication
• Commitment to excellence - perform duties at the highest level possible on a consistent
  basis, with attention to detail and in accordance with corporate protocols
• Sensitivity to confidential matters is required
• Ability to work in a fast-paced environment; self-starter with very strong organizational skills