Executive Assistant

Executive Assistant

Douglass Park Asset Management is a real estate investment firm focused on building and preserving quality workforce and affordable housing. We invest in both government-subsidized and non-subsidized multifamily residential housing, with units serving low-income and mixed-income residents.

Formed in 2020, we are a minority-owned firm. This is a rare opportunity to join an emerging real estate team and gain deep exposure to the business of multifamily apartment investment, development, asset management, and property management.

We are seeking a high-energy, self-motivated individual with an entrepreneurial spirit to serve as the Executive Assistant. This important role provides a high level of administrative support to the Managing Member of Douglass Park Asset Management, as well as various members and functions of the company. Additionally, the Executive Assistant will undertake a wide range of complex tasks and activities requiring interaction with high-profile internal and external contacts, as well as handling information of a confidential, sensitive, or technical nature.

We are an entrepreneurial firm well positioned as an emerging manager in the real estate investment space. This individual will be exposed to a broad range of experiences across affordable and workforce housing and will also work closely with other members across the DPAM organization, including the Investor Relations, Operations, Asset Management, and Acquisitions teams.

Primary Areas of Responsibility Include:

Provides Administrative Support (40%):

• Daily management of the Managing Member’s calendar – plan and schedule meetings to accommodate the Managing Member and others. Use strong judgment to determine meeting priority and reschedule meetings if needed. Keep the executive informed of upcoming appointments and deadlines.
  
• Commit to Monday communication with the Managing Member regarding the upcoming calendar, discuss double bookings, obtain guidance, and communicate schedule changes appropriately to team members and others.
  
• Coordinate meetings with employees and external contacts. Schedule meeting rooms, order food, and arrange visitor passes as required. If applicable, meet and greet visitors. Take meeting notes when present.
  
• Manage travel for the Managing Member, COO, and others if applicable. Reserve transport and accommodations using preferences, cost, and timing considerations. Ensure necessary documentation is in place (e.g., tickets, confirmations, visas, itineraries); manage delays and rescheduling as needed.
  
• Draft correspondence and presentations with minimal guidance using branding guidelines and formats.
  
• Manage incoming and outgoing correspondence for the Managing Member (post, LinkedIn, email, etc.); handle routine issues directly and prioritize remaining matters.
  
• Create and maintain files on behalf of the Managing Member to enhance productivity. Organize and maintain information that may be sensitive, confidential, or technical in nature. Reconcile issues as appropriate.
  
• Demonstrate an understanding of the Managing Member and other executives’ needs, preferences, and schedules in order to provide effective support.
  
• Stay up to date on internal administrative policies and guidelines (e.g., travel/expense policies, office processes).
  
• Provide notary support as needed.
  

Investor Relations (40%):

• Distribute decks (watermarked marketing materials), log and track collateral, disseminate externally, and coordinate with prospects and investors on behalf of the Managing Member, COO, and Senior Consultant.
  
• Update and maintain the Managing Member’s relationships, meetings, and prospect progress, and share updates with the IR Committee – log everything in HubSpot.
  
• Serve as key administrator for the FINTRX platform – conducting weekly prospect research.
  
• Act as coordinator for annual conferences (research details regarding topics and attendee prospects).
  
• Take formal meeting notes on the Managing Member’s prospect and investor calls and log meetings into HubSpot.
  

Management of Inquiries (20%):

• Assess the level of urgency and determine the business nature of all inquiries. Use judgment to determine which inquiries should be directed to the Managing Member (from emails, employees, LinkedIn, etc.).
  
• Determine when and how to appropriately interrupt executives for urgent or time-sensitive requests.
  
• Respond to internal and external queries – use knowledge of the company and the Managing Member’s role to independently resolve issues, escalating and redirecting more technical inquiries as appropriate.
  
• Proactively develop relationships with key internal and external contacts in order to source information or appropriately redirect calls.
  

Personal Support (as needed for the executive):

• Assist with personal appointments, reservations, errands, household needs, special events, and miscellaneous tasks. This may require interacting with family members and outside parties.
  
• Coordinate personal dinners, special events, and social functions.
  
• Maintain personal financial data and information.
  
• Book travel for the executive and family.
  
• Perform additional duties as assigned.
  

In addition to the responsibilities unique to the Executive Assistant described above, DPAM team members devote a portion of their time to engaging in activities that support the organization:

• Maintain a vibrant personality, nimbleness, and enthusiasm with the ability to liaise with all stakeholders.
  
• Participate in local conferences and relationship-building activities.
  
• Take part in additional company initiatives, priorities, and responsibilities as needed.
  

Requirements

Qualifications and Job Requirements:

• Minimum 5–10 years of prior Executive Assistant experience.
  
• Strong written and verbal communication skills with employees, senior leaders, and external contacts.
  
• Professional service orientation and ability to build rapport with peers and internal/external contacts.
  
• Strong team player within the broader administrative function.
  
• Ability to proactively anticipate executive needs and complete tasks without direction.
  
• Sound judgment in resolving matters of high complexity.
  
• Initiative in identifying issues and recommending solutions.
  
• Commitment to discretion and confidentiality at the highest level.
  
• Demonstrated reliability through a consistent, punctual, and predictable work schedule.
  
• Ability to effectively prioritize work and complete it in a timely manner.
  
• In-depth knowledge of the department’s function and ability to apply it to work assignments.
  
• Strong proficiency in Microsoft Office and other relevant software.
  

Working Conditions:

• The responsibilities of this position may require employees to respond and/or work outside normal business hours.
  
• May be on-call at times, particularly during the executive’s travel schedule.
  

Douglass Park is an equal opportunity at-will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation, or national origin.