Executive Assistant (Job ID: SILGOL1EA)

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:

The Marketing & Leasing Coordinator owns how the firm presents its commercial real estate portfolio and brokerage offerings to the market. Primary focus areas include maintaining property website content, creating high-end marketing collateral, managing online listing platforms, and driving scheduled outreach cadences.

This is a public-facing position operating exclusively with publicly marketable property data. This role does not require access to or handling of sensitive financial or legal data. The ideal candidate brings commercial real estate design standards, high attention to detail, strong spoken and written English, and hands-on experience using web and design tools to maintain a polished brand presence.

Key Responsibilities

Property Marketing & Collateral Development (~50%)

• Collateral Creation: Build and update property flyers, leasing brochures, availability sheets, site plans, and presentation decks using brand standards.
• Brand & Content Freshness: Ensure every flyer in circulation is accurate, visually appealing, and updated within a 90-day cycle.
• Asset Management: Organize and maintain the centralized marketing asset library (logos, site plans, high-resolution photography, drone imagery, and aerials).
• Outreach Campaigns: Draft property email blasts, broker announcements, and social media content (e.g., LinkedIn) using pre-approved templates and content.

Website & Digital Presence (~25%)

• Website Management: Update property pages on the company website with photos, site plans, square footages, availability statuses, and contact details.
• Rapid Turnaround: Publish new availability and remove leased suites within one business day of notification.
• Site Quality & Analytics: Perform monthly audits for broken links, outdated collateral, or stale data. Track basic site analytics, reporting monthly on traffic and inquiry volume.
• Web Enhancements: Collaborate on basic website improvements using CMS platforms (e.g., WordPress, Squarespace, Webflow) and AI/development tools (e.g., Claude, GitHub).

Listing Platform Management (~15%)

• Platform Ownership: Maintain active property listings across CoStar, Crexi, LoopNet, and other commercial real estate listing platforms.
• Listing Audits: Reconcile all external listings against master availability lists monthly to ensure 100% accuracy in photos, square footage, and property descriptions.
• Market Surveys & Performance: Track listing views, saves, and inquiries per property each month, maintaining a log of published market asking rates.

Leasing Coordination Support (~10%)

• Inquiry Intake & Logging: Log every incoming broker and prospect inquiry same-day (source, property, square footage, intended use, contact details).
• First-Touch Responses: Acknowledge inbound inquiries using standard approved templates and route them to the internal leasing team.
• Pipeline Tracking: Maintain deal status trackers, logging "last touched" dates and running automated or templated follow-up cadences (at 7, 14, and 30 days).
• Process Documentation: Help draft and update Standard Operating Procedures (SOPs) for marketing workflows, file management, and tracking systems.

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Qualifications & Skills

Non-Negotiable Requirements

• Commercial Real Estate (CRE) Experience: Must have direct prior experience in commercial real estate marketing or administration. Candidates must understand the distinct structural, visual, and analytical formatting required for CRE collateral compared to residential real estate.
• Portfolio Submission: Applications will not be reviewed without a portfolio or work samples demonstrating previous commercial real estate flyers, brochures, digital marketing assets, or presentation decks.
• Fluent/Native English Communication: Excellent verbal and written English skills are strictly required. The candidate must be able to draft polished, error-free external communications and interact seamlessly with brokers, prospects, and internal teams without communication barriers.
• Scope & Access Restrictions: Must adhere strictly to data privacy boundaries—operating exclusively with publicly marketable property data with zero access to tenant financials, executed leases, or economic negotiation authority.

Tool & System Requirements

• Design & Web Tools: Hands-on experience with design platforms (Canva, Adobe InDesign) and website content management systems (WordPress, Webflow, Squarespace). Familiarity with AI workflows (Claude, ChatGPT) for content efficiency is a plus.
• CRE Platforms: Proficiency or quick adaptability with CoStar, LoopNet, and Crexi.
• Software: Proficient in Microsoft 365 (Excel, Outlook) and SharePoint.

Performance Expectations & Metrics

• Ac
• curacy: Zero published errors in square footage, availability status, or contact information.
• Response Speed: All inbound inquiries logged and acknowledged the same business day; website and listing platforms updated within 24 hours of notification.
• Collateral Standards: No circulating flyer or marketing piece older than 90 days.
• Reporting: Weekly pipeline summaries and monthly web/listing performance reports delivered consistently on schedule.

Strict Information Access & Scope Limitations

To maintain data security, this role is strictly scoped to publicly marketable information. The following access limitations are enforced via system permissions:

• No Access To: Executed leases, amendments, LOIs, lease abstracts, rent rolls, tenant sales, tenant financials, bank details, operating budgets, underwriting models, ownership entity records, or HR/employee records.
• No Economic Negotiation: No authority to quote, negotiate, or commit to financial terms (e.g., rent rates, free rent, tenant improvement allowances). All economic inquiries are transferred directly to leadership without comment.

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