Executive Assistant (Job ID: SILGOL1EA)

Location: Remote

IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

About the Client:

Our client, a premier, vertically integrated commercial real estate (CRE) firm headquartered in Irvine, California, managing approximately $4 billion in assets. Their portfolio encompasses around 100 high-value retail properties across the United States, servicing nearly 1,000 commercial tenants.

Led by a seasoned executive team with roots in ultra-luxury hospitality and high-volume commercial transactions, the firm operates with a boutique, highly entrepreneurial, and fast-paced culture. They deeply value people over pedigree, prioritizing high emotional intelligence, street smarts, critical thinking, and a relentless drive for operational excellence.

About the Role:

This is not a traditional administrative coordinator role. We are seeking a high-caliber Executive Assistant / Operations Associate who acts as a true strategic partner to the Chief Operating Officer. You will serve as the operational backbone of the company, bridging executive administration, leasing support, document management, and critical path tracking across asset management, property management, and construction.

This position is designed for an ambitious, highly intelligent professional with strong critical-thinking skills who can handle high-volume, tedious-but-mission-critical tasks with 100% accuracy while stepping up to support broader operational strategy.
 

Key Responsibilities

• Leasing & Prospecting Support: Assist with outbound tenant outreach (cold-calling, building relationships with prospective retail tenants, following up on leads, and scheduling property tours).
• Lease Tracking & Renewals: Track lease expiration schedules, maintain organized records of upcoming renewals, and keep critical tenant documentation up to date.
• Executive & Operational Administration: Manage executive calendars, organize complex legal/real estate files, prepare high-level presentation decks, and manage critical operational workflows.
• Document & Data Management: Build, update, and audit real estate documentation, ensuring high precision across lease files, tenant communications, and operational records.
• AI-Driven Workflow Integration: Continuously leverage AI tools to automate workflows, build functional documentation, create SOPs, and streamline departmental reporting.
• Process Documentation: Map out operational procedures, document internal processes, and draft SOPs to support business growth and operational efficiency.

Qualifications & Skills

• Exceptional Critical Thinking: Superior analytical, problem-solving, and decision-making capabilities; ability to operate independently with minimal direction.
• Top-Tier Communication: Flawless written and verbal English communication skills, with an engaging, professional demeanor suitable for high-touch tenant and broker interactions.
• Commercial Real Estate Familiarity: Experience in real estate operations, property management, or leasing support (familiarity with UK or US CRE terminology and lease structures is highly advantageous).
• High Operational Discipline: Extreme attention to detail—especially with contracts, legal documents, and complex schedules where accuracy is paramount.
• Proactive Executive Support: Ability to anticipate executive needs, filter noise, unblock operational bottlenecks, and act as a reliable thinking partner.

Non-Negotiables

• Expert AI Fluency (Claude Daily Driver): You must be power-user fluent in AI platforms—specifically Claude (our primary daily driver), alongside tools like Whisper and Granola. You will be expected to utilize AI tools for drafting, abstracting, deck generation, and process building on day one.
• Top-Decile Talent Profile: We are exclusively looking for top-tier candidates who possess high emotional intelligence, adaptability, and standard-setting work ethic.
• Overlap with US Business Hours: Ability to maintain functional overlap with US Pacific Time (Irvine, CA) for syncs and live operational support.

Tech Stack

• AI & Automation: Claude (Claude Code / Custom Prompts), Whisper, Granola, OpenClaw
• Core Productivity: Microsoft 365 / Office Suite (Excel, Word, PowerPoint, Teams)
• Real Estate & Document Management: Internal Lease Abstracting & Memory Tools, CRM / Property Management Platforms, Argus