Executive Assistant at Freestone Property Group

New York, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

27 Mar, 26

Salary

100000.0

Posted On

27 Dec, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Assistance, Scheduling, Logistics Management, Regulatory Compliance, Communication, Technology Fluency, Data Reporting, Problem Solving, Confidentiality, Stakeholder Management, Travel Coordination, Workflow Optimization, Real Estate Knowledge, Team Collaboration, Attention to Detail, Time Management

Industry

Real Estate

Description

Company Overview: Freestone Property Group is a technology-first property management company dedicated to streamlining operations and enhancing resident satisfaction. We leverage innovative solutions to provide superior service offerings. Freestone Property Group is an affiliate of Greenbrook Partners, a leading investment manager with over $2 billion in assets under management (AUM) and a portfolio encompassing more than 2,000 multifamily units across New York City. Job Overview: Greenbrook Partners is seeking a high-level Executive Assistant to support the COO and the firm's two Principals. We are looking for a "force multiplier"—someone who doesn't just manage a schedule but anticipates the needs of the leadership team before they arise. You will be the central point of coordination for an institutional-grade firm managing a $1B+ portfolio, ensuring both high-stakes investor relations and coordinating with our office manager to ensure that daily office operations run flawlessly. As we continue to professionalize our 150-person operation, this role serves as the glue between our strategic vision and tactical execution. By handling the logistics of the "upcoming stretch," you allow the leadership team to focus on the critical decisions that set us up for a stronger 2026 and beyond. Key Responsibilities: Anticipatory Scheduling & Planning: Manage complex, ever-shifting calendars for the COO and Principals, identifying potential conflicts weeks in advance. Act as a professional gatekeeper, managing internal and external communications with institutional partners, lenders, and high-net-worth family offices. Coordinate investor visits by partnering with the Office Manager to ensure the physical environment and presentation materials meet institutional standards. Other scheduling Executive & Personal Logistics Management: Provide occasional, high-level personal support to the leadership team to ensure day-to-day continuity; this includes assistance with personal scheduling needs, or managing other ad-hoc logistics as needed. Operational & Regulatory Coordination: Act as a high-level liaison with external stakeholders, potentially including lenders and partners. Arrange detailed domestic and international travel itineraries, ensuring all logistics align with the leadership team’s demanding schedules. Collaborate with the Systems and Asset Management teams to ensure the leadership team has the data and reporting tools (Yardi, Monday.com, Power BI) needed for decision-making. Assist the executives and the compliance team in ensuring regulatory compliance with NYC governing agencies (HPD, DOB, DHCR) and maintain organized document storage system for easy retrieval by the and asset management teams, property management, and compliance functions. Prepare briefing materials for weekly and monthly KPI meetings, focusing progress on company goals, portfolio-level revenue, occupancy and collection targets. Workflow Optimization: Standardize reporting formats across the executive suite, moving away from manual Excel tracking toward more efficient, automated systems (Yardi, Monday.com). Required Skills and Abilities: The "Forward-Thinker" Mindset: A proven ability to think 3–4 steps ahead. You see the investor meeting on the calendar and automatically check the conference room technology, order the catering, and confirm the office cleaning schedule. Experience: 5+ years of Executive Assistant experience in real estate private equity, legal, or high-level finance. Regulatory Literacy: Familiarity with NYC building codes and governing agencies (HPD, DHCR, DOB) is a significant advantage. Technology fluency: Digital native who is equally comfortable troubleshooting AV equipment as they are using AI to become more efficient. Systems Fluency: Proficiency in Microsoft Office, Yardi, and Monday.com. Discretion: Absolute confidentiality regarding sensitive investment data and personnel matters. Compensation and Benefits: Competitive salary ($80,000 - $100,000) and the opportunity for quarterly, performance-based bonuses. Comprehensive health, dental, and vision insurance plans with a generous employer contribution. 401(k) plan with a generous company match. Paid time off and holidays. Opportunities for professional development and career advancement within a dynamic and expanding organization. Physical Requirements: The physical demands described here are representative of those which must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Prolonged periods of sitting at a desk and working on a computer. Must be able to hear well enough to communicate via phone or in person to all internal and external customers. Must be able to communicate clearly and concisely. Normal daily physical activities to include walking, standing, sitting, stooping, bending, pushing and pulling. Must be able to read reports and use computer, phone and other general office equipment.

Responsibilities

The Executive Assistant will manage complex calendars, coordinate investor relations, and ensure seamless office operations. This role is crucial for supporting the leadership team in executing the company's strategic vision.