Executive Assistant

Company Description

AST Defeasance is the largest firm in its field nationwide, advising on several thousand commercial real estate finance transactions every year. Our services include sophisticated real estate loan payoff strategies such as Defeasance, Yield Maintenance and Swap Breakages, as well as complex interest rate hedging concepts including Interest Rate Caps, Swaps, Collars and Floors. The company has grown consistently for the past two decades and has expanded its services to cover nearly all needs commercial real estate owners possess in the capital markets space covering every stage of a loan’s life. As a boutique team employees benefit from direct interaction with the entire management team, including training and mentorship. Once trained, employees are on active deals right away gaining hands-on experience in a high paced, high impact environment.

Job Description

We’re looking for a self-starter with a calm, steady presence who anticipates needs before they’re voiced, follows up persistently (and professionally) when answers are slow to come, and never lets a deadline slip.

If you thrive under pressure, take initiative without being asked, and can keep a direct, demanding leader on track without taking it personally, you’ll be an indispensable part of this team. You’ll have real visibility, real responsibility, and a direct line to the decision-maker.

What You’ll Do

• Own the inbox: Manage and respond to emails on the President’s behalf, prioritizing what matters and keeping things moving without waiting for direction
• Keep the calendar under control: Schedule meetings, appointments, and travel, proactively adjusting as priorities shift
• Be the gatekeeper: Provide phone support, screening and directing calls with professionalism and good judgment
• Drive follow-through: Track open items, chase down approvals and decisions, and make sure nothing falls through the cracks
• Support the sales effort: Join sales calls to take notes, send timely follow-ups, and schedule client meetings
• Keep the CRM sharp: Lead projects to update and maintain customer records in the CRM
• Run weekly marketing outreach: Send marketing emails to clients every week, on time and on brand
• Create polished deliverables: Prepare reports, presentations, and business documents, often on short notice
• Protect sensitive information: Handle confidential matters with complete discretion
• Jump in wherever needed: Take on additional administrative duties as the business requires

Qualifications

• 5+ years of experience in an executive-level support role, ideally supporting a senior leader with a demanding style
• Proven ability to manage up: you’re comfortable following up repeatedly, making decisions independently when needed, and staying composed under pressure
• A proactive, deadline-driven mindset; you anticipate problems and solve them before they escalate
• Strong communication and interpersonal skills, especially in client-facing situations
• Experience with a CRM such as Salesforce or HubSpot (preferred)
• Experience handling sales calls or supporting a sales team (a plus)
• Proficiency in Microsoft Office and other business software
• Ability to work independently and efficiently in a small office environment
• Resilience, a sense of humor, and the confidence to not take things personally

Additional Information

$65,000-$85,000

Compensation: USD 65000 - USD 85000 - yearly