Executive Assistant

Company Description

DL3 Realty is a real estate development firm committed to accelerating the transformation of emerging communities through high-impact commercial real estate projects. We are a rapidly growing entrepreneurial firm and seek an ambitious, creative team member comfortable with operating across the various functions within this agile company.

Location: Chicago, IL (In-office)

Schedule: Full-time, Monday–Friday - This role requires flexibility to accommodate the scheduling needs of the CEO and occasional business activities outside of standard office hours.

Compensation: $70,000-$90,000 annually, depending on experience

Position Description

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer while helping manage the day-to-day needs of the office. This role serves as a trusted partner to the CEO, ensuring priorities are organized, communications are handled professionally, meetings and engagements are prepared, and critical details are anticipated and executed.

The ideal candidate is highly organized, technologically capable, proactive, and comfortable working in a fast-paced entrepreneurial environment. This individual should enjoy variety, take ownership of responsibilities, and have the ability to anticipate needs before they arise. The role requires strong judgment, professionalism, discretion, and the ability to interact confidently with executives, investors, partners, vendors, and community stakeholders.

Essential Functions

EXECUTIVE ASSISTANT SUPPORT

• Manage and maintain the CEO’s calendar, including scheduling meetings, coordinating appointments, and prioritizing competing demands
• Prepare meeting agendas, materials, presentations, briefing documents, and other resources needed for CEO meetings, board engagements, speaking opportunities, and business activities
• Support preparation for board meetings, including coordinating materials, presentations, schedules, and follow-up items
• Create and edit professional presentations, documents, and communications using tools such as Microsoft Office, Canva, Adobe Creative Suite, and InDesign
• Coordinate domestic travel arrangements, conference registrations, detailed itineraries, and meeting logistics
• Support planning and execution of industry, community, charitable, and business development events
• Manage communications and correspondence with investors, government officials, tenant prospects, C-level executives, vendors, and other external stakeholders
• Prepare CEO and leadership team members for meetings by ensuring necessary information, materials, and logistics are organized in advance
• Coordinate executive meetings, including refreshments, meals, conference room preparation, and overall meeting experience
• Maintain executive contacts, business card records, CRM information, and relationship management systems
• Assist with special projects, research, and business initiatives as assigned by the CEO
• Represent the company professionally at meetings, events, and external engagements
• Anticipate CEO needs and proactively identify opportunities to improve organization, efficiency, and effectiveness

OFFICE ADMINISTRATION

• Open the office each morning and help maintain a professional, organized, and welcoming workplace for employees, visitors, clients, and business partners.
• Manage day-to-day office operations, including office supplies, inventory, mail and deliveries, vendor coordination, equipment needs, maintenance requests, and utility payments for company properties.
• Support office hospitality and meeting needs by coordinating conference rooms, refreshments, and ensuring shared spaces remain prepared and presentable.
• Maintain organized company records, including SharePoint files, digital documents, forms, contact databases, event files, and other administrative resources.
• Support administrative processes including document preparation, scanning, filing, data entry, and document management.
• Assist with team and workplace initiatives, including employee engagement activities and general administrative support.

Qualifications

• Bachelor’s degree preferred in business, finance, real estate, communications, marketing, or a related field
• 3–5 years of experience as an Executive Assistant or in a high-level administrative support role providing direct support to senior executives, business owners, or leadership teams
• Expe…