Commercial Property & Executive Administrative Assistant

The Property & Executive Administrative Assistant plays a central role in the daily operations of the company. This high-trust position blends executive support, property management, and financial administration and serves as a key point of coordination across tenants, vendors, accounting, and company partners.

The ideal candidate is detail-oriented, proactive and comfortable in multiple roles requiring discretion, judgment, and the ability to manage multiple priorities independently. The position is well-suited for someone interested in developing a career in commercial real estate with the potential for increased responsibility.

About De Pietro Holdings LLC

De Pietro Holdings LLC is a privately held and family owned and operated commercial real estate investment company in Pasadena, CA with a focus on office and industrial assets. Formed in 1955, De Pietro Holdings LLC manages only its own properties and works closely with tenants and vendors to develop meaningful relationships with a high standard of professionalism and responsiveness. The company operates with a long-term ownership mindset, confidentiality, and a lean, collaborative structure. We value trust, responsibility and long-term thinking and are seeking a team member who can serve in a trusted operational and administrative role.

Core Responsibilities

Property Management and Operations

Support day-to-day operations of commercial properties in coordination with property management team and partners

Coordinate maintenance, repairs, and preventative maintenance with vendors and tenants

Prepare, issue and track work and repair requests

Maintain Certificates of Insurance for tenants, vendors, and contractors

Assist with rent tracking, tenant and vendor billing, and follow-up to ensure timely payments

Assist with tenant and vendor administration and documentation

Draft and distribute tenant communications related to building operations

Potential to support annual expense reconciliations, annual budgets, and monthly property reporting

Administrative and Executive Support

Provide direct administrative support to ownership and accounting team

Coordinate calendars, meetings, site visits and conference calls

Process and coordinate accounts payable and receivable invoices and reports

Maintain organized digital and physical filing systems

Serve as a professional point of contact for tenants, vendors, and partners

Screen calls and correspondence and respond as appropriate

Handle sensitive and confidential matters with discretion

Qualifications

Bachelor’s Degree preferred

2–5 years of administrative, property management, or real estate–related experience preferred

Strong proficiency in Microsoft Office (Excel, Word, Outlook); familiarity with accounts payable software such as Bill.com; property management or accounting software (Intuit) a plus

Excellent written and verbal communication skills

Strong organizational skills with attention to detail

Ability to manage multiple priorities and work independently

Professional, discreet, and business-minded demeanor

Strong problem-solving skills and sound judgment

Customer-service oriented with a collaborative mindset

Career Growth

This position is designed to grow over time. As experience and trust develop, responsibilities may expand to include greater involvement in property operations, financial reporting, vendor management, and tenant relations.

Compensation

Compensation is competitive and commensurate with experience. Benefits and growth opportunities are aligned with long-term contribution to the firm.

Benefits

Health Insurance, Dental Insurance, 401k Plan, Paid Time Off, Major Holidays Observed

Schedule

Full-time, Weekdays, Monday to Friday, 8:30 am to 5:00 pm