Executive Assistant Brokerage Support - Military veterans preferred

Job Title
Senior Administrator
Job Description Summary
The Administrator will report to the Office Manager and will serve as the administrative support for the fee-earner team. This position is responsible for support and management of client service activities such as pitch and proposals, transaction support, and fee-earner administrative support. The Administrator will interact with various departments within the organization on behalf of the fee-earner to ensure they are able to meet the needs of their clients. In this capacity, the Administrator will be viewed as a direct line of communication to the fee-earner themselves.
Job Description
Responsibilities:
Pitch and Proposal Coordination
Manage coordination with Marketing, Research, and Financial Analyst on behalf of fee-earner for the creation of pitch/proposal and deliver content as necessary
Maintain calendar of due dates and follow up as necessary
Attend strategy session with fee-earner and other departments as needed
Schedule meetings with fee-earner and other departments for review and feedback
Schedule meetings with prospect and arrange any other accommodations that may be required, such as catering, transportation, and space reservations
Coordinate with Marketing on the production of pitch/proposal when outside vendor is required for printing
Perform basic data gathering, such as property searches and site selections, on behalf of fee- earner as appropriate
Populate template market documents such as tour books, property flyers, and brochures
Schedule follow up meetings as necessary to review content
Other Service Delivery
Draft proposals with direction from supervising C&W real estate professional
Compile information to be used in periodic landlord leasing activity reports
Organize transaction documents, including confidentiality agreements, leases, contracts, listings, closing documents, etc.
Handle client contact lists, including database management
Execute property tour logistics for showing, including coordination with fee-earner and/or licensed professional, scheduling meeting with prospect, and arranging any other accommodations that may be required (e.g., delivering food, reserving space)
Work with fee-earner and Marketing to determine if material request requires marketing assistance or Service Delivery Coordinator assistance
Develop and mail general flyers or collateral on behalf of fee-earner
Coordinate with team to execute on the project lifecycle
Maintain CRM
Update CRM system on behalf of fee-earner
Research potential conflict of new pursuits
Coordinate with fee-earner on the timely delivery of necessary information for CRM maintenance
Enter new leads and opportunities into the CRM system and update accordingly
Provide Deal numbers as needed for the proper recording of pursuit and deal related expenses
Review CRM with fee-earner to ensure the accuracy of the information
Communicate current CRM pipeline with Director of Operations and Managing Principal and assist in scheduling of meeting with fee-earner when necessary
Client Interaction
Schedule meetings with Client on behalf of fee-earner and coordinate any other arrangements as needed
Attend client meetings and produce meeting minutes as requested
Follow Up with Client on the delivery of necessary information and to provide progress updates
Coordinate Events and Conferences
Notify fee-earner of internal and external events and conferences
Register fee-earner for desired events
Coordinate payment and coding of event price
Assist in planning, scheduling, and promoting of fee-earner hosted events
Coordinate travel and other logistics for fee-earner as necessary
Deal Documentation and Revenue Accounting
Follow up with all parties on the execution of deal related documents as required
Prepare deal related documents and provide to fee-earner for review, approval, and delivery
Coordinate with Legal for review and approval when template documents are insufficient
Create deal sheet and provide to fee-earner and Director of Operations for review and approval
Package deal sheet with deal documentation and submit to Revenue Accounting for processing
Close Deal in CRM as required
Maintain Databases
Manage fee-earner Internal Listing Database on behalf of fee-earner
Inputting new listings into database and uploading all required information to include but not limited to property, availability, and rental rate information
Updating existing listings in database
Removing inactive listings in database
Communicating all additions, deletions, and updates to Research
Coordinate with fee-earner for the collection of necessary information
Work with Research team to manage third party databases on behalf of fee-earner
Updating CoStar, LoopNet, and other related listing sites with current availability
Respond to Data Requests
Communicate requests with Marketing, Research, and Financial Analyst for the delivery of necessary information
Maintain calendar of due dates and follow up as necessary
Respond to requests under certain threshold, such as basic property or ownership searches
Qualifications:
3+ years’ experience in a professional organization or equivalent educational experience
Administrative experience for executive level professional for more senior positions preferred
Advanced knowledge of Microsoft Office
Advanced knowledge of Microsoft Project (Service Line Specific)
1-3 years real estate industry experience
Excellent written and oral communication skills
Ability to multitask
Ability to take direction from multiple sources
Excellent project management skills
Excellent attention to detail
Demonstrated aptitude to solve problems and navigate through obstacles
Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.