Executive & Operations Assistant
Metropolitan Realty LLC / MRM Property Group
Position Details
Location: Ridgewood, Queens, NY -- in office
Job Type: Full-time
Compensation: $55,000-$65,000 per year (salary, commensurate with experience)
Schedule: Monday-Friday, standard business hours
Benefits: Health insurance reimbursement, IRA contribution, paid time off, paid holidays, annual performance reviews
Reports To: Senior Management
About Metropolitan Realty
Metropolitan Realty is a family-owned real estate development and property management firm based in Ridgewood, Queens. We own and manage a diverse portfolio of commercial office, retail, industrial, and free-market residential properties -- including the Bohack Square building -- and self-perform construction and renovation through our affiliated company, MRM Property Group, led by a licensed general contractor. We run our own buildings, execute our own work, and hold a high standard for how our properties look and operate. We are actively growing our portfolio across northern Queens.
The Role
The Executive & Operations Assistant provides direct administrative and operational support to the Management team. This role manages the executive’s schedule, company communications, and day-to-day administrative functions. The position requires strong organizational skills, professional written and verbal communication, and the ability to manage multiple priorities simultaneously.
Key Responsibilities
Scheduling & Calendar Management
- Manage the management team's calendar, including scheduling and coordinating meetings with lenders, brokers, attorneys, contractors, and other business contacts.
- Maintain the company-wide Outlook calendar, including compliance deadlines, vendor appointments, and internal team commitments.
- Handle meeting logistics: confirmations, reminders, rescheduling, and preparation of required materials.
- Prepare daily and weekly schedule summaries for the management team.
Communications Management
- Monitor and manage the main company inbox; triage incoming messages, draft responses, and handle routine correspondence.
- Answer office phones, log all calls and voicemails, and route or respond as appropriate.
- Draft professional correspondence on behalf of management, including emails and letters to lenders, brokers, tenants, vendors, and attorneys.
- Track outstanding communications and follow up to ensure timely responses.
Meeting Preparation & Follow-Up
- Prepare briefing materials prior to meetings, including relevant documents, counterparty background, and a summary of open items.
- Attend meetings as needed to take notes and document action items.
- Distribute meeting notes and follow up with internal staff and external parties to ensure commitments are completed.
Business Development Support
- Maintain contact lists and deal pipeline, including lenders, brokers, prospects, and acquisition targets.
- Conduct property research, pull comps, and assemble document packages in preparation for acquisition and financing meetings.
- Keep available-unit listings current and route leasing inquiries to the appropriate team members.
Operations & Compliance
- Maintain the compliance calendar: NYC Local Law deadlines, RPIE and storefront registration, ICAP renewal, and Con Edison/National Grid meter updates.
- Schedule and coordinate recurring vendor services: elevator maintenance, FDNY/CAT1 inspections, sprinkler certification, exterminator, HVAC service, and snow removal.
- Monitor lease expiration dates and notify management of upcoming renewals.
- Manage Yardi Breeze: track open maintenance tickets, outstanding payments, and repair follow-ups.
- Reconcile company credit card charges, collect receipts, and maintain the reconciliation binder.
- Maintain operational records: building access logs, key and key-card inventory, tenant vehicle and appliance lists, and the subcontractor log.
Research & Technology
- Utilize AI tools, including Claude, for drafting, research, and record-keeping to improve office efficiency.
- Conduct market and prospect research to support the company's acquisition activities in northern Queens.
- Maintain the company website, including property listings, photos, and contact information.
Qualifications
- Minimum 2 years of experience in an administrative, office management, or operations support role; real estate experience preferred.
- Strong written and verbal communication skills; ability to draft professional correspondence independently.
- Highly organized with demonstrated ability to manage multiple priorities and meet deadlines without close supervision.
- Proficient in Microsoft Office (Outlook, Word, Excel); experience with Yardi Breeze is a plus.
- Comfortable with AI tools and technology; willingness to learn and adopt new systems.
- Discreet and professional; capable of handling confidential business information appropriately.
- Flexible and willing to take on tasks outside the formal job description as business needs evolve.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k) matching
- Health insurance
- Paid time off
Work Location: In person
