Job Description: Executive Assistant & Operations Coordinator
Department: Retail Leasing Brokerage
Reports To: Executive Vice President
Location: Woodbury, Long Island
Company Overview
RIPCO Real Estate is a leading commercial real estate brokerage firm, recognized for its reputation of excellence since 1991. With over 150 experienced professionals across eight offices, we are singularly guided by our Street Smart, Market Wise ethos, delivering top-tier results through a client-first approach grounded in integrity, market insight, and expert deal-making. Founded with expertise in retail real estate, RIPCO has grown to include capabilities across industrial, office, multi-family, hospitality, and self-storage, representing leading tenants and property owners throughout the New York Tri-State area, Florida, and key national markets. Our diverse background spans retail leasing, investment sales, debt and structured financing, and property management, consistently driving value and long-term success for clients nationwide.
Job Purpose
RIPCO Real Estate is seeking a strong Executive Assistant & Operations Coordinator to quarterback a top-producing retail leasing team. This isn’t a traditional administrative role—you’ll be the strategic backbone of the team, building systems from the ground up, implementing technology solutions, and ensuring nothing falls through the cracks as the business scales.
This role is ideal for:
- Paralegals transitioning from law firms into business operations
- Executive Assistants seeking strategic, high-impact work
- Tech-savvy professionals who thrive on building systems and driving efficiency
You’ll work directly with the Executive VP and Associate to transform a high-producing operation into a systematized, scalable business. This is high-value work at part-time hours—perfect for talented professionals who want meaningful impact with flexibility.
Key Responsibilities
Systems & Technology Implementation
- Implement and maintain CRM system for lead tracking, deal pipeline, and client management
- Build operational workflows and automate repetitive tasks
- Create templates and systems that scale with the business
Transaction & Deal Coordination
- Manage transaction documentation (listing agreements, commission agreements, co-broke agreements, referral agreements)
- Track deal pipelines from LOI through execution and commission collection
- Coordinate with attorneys, landlords, tenants, and brokers to keep deals moving
- Prepare status reports and meeting materials for client calls
Executive & Team Support
- Provide executive assistant support to Executive VP and Associate (calendar management, scheduling, meeting coordination)
- Organize property marketing materials (photos, site plans, surveys, brochures)
- Maintain accurate databases for contacts, properties, and leads
- Coordinate signage and property logistics with in-house team
Skills, Qualifications, and Competencies
- Strong technology aptitude – Comfortable learning new platforms and implementing automation
- Microsoft Office expertise (Excel, Word, Outlook) required
- CRM experience (Salesforce, HubSpot, or similar) is a major plus
- Exceptionally organized with strong attention to detail
- Systems-thinking mindset – You see inefficiencies and build solutions
- 2-3 years in operations, executive assistant, paralegal, or transaction coordination role
- Commercial real estate experience preferred but not required
Compensation
- Hourly Rate: $30 – $40 per hour (based on experience and skill level)
- Performance Bonus: Available for exceptional performance
- Hours: 20-30 hours per week (part-time)
- Schedule: In-office
