Administrative Assistant

Administrative Assistant

Newmark – Healthcare & Higher Education Real Estate Advisory Team

Position Summary

The Healthcare & Higher Education Real Estate Advisory Team at Newmark is seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support an eight-person advisory team. This individual will play a critical role in ensuring the efficient day-to-day operation of the Team by managing administrative, financial, and operational responsibilities while providing exceptional internal and external client service.

The ideal candidate is a self-starter who is comfortable managing multiple priorities in a fast-paced, client-focused professional services environment and exercises sound judgment, discretion, and confidentiality

This is an in-office position during normal weekday business hours – remote work will only be available under special circumstances. 

Primary Responsibilities

Administrative Support

• Manage calendars and coordinate internal and external meetings, conference calls, and client appointments.
• Schedule travel arrangements and prepare detailed travel itineraries as required.
• Monitor team calendars and assist with deadlines, follow-up items, and project coordination.
• Maintain electronic and physical filing systems and organize team documents.
• Track and process professional licensure and credentialing requirements for advisory team members.

Financial & Operational Support

• Prepare and submit expense reports in a timely and accurate manner.
• Manage client billing, including coordinating with finance/accounting teams, preparing invoices, tracking receivables, and responding to billing inquiries.
• Assist with engagement documentation, proposals, and contract administration.
• Maintain project and administrative records to support accurate reporting and compliance.

Team & Client Support

• Serve as the primary administrative point of contact for the advisory team.
• Coordinate logistics for client meetings, presentations, and events.
• Assist with onboarding new team members and maintaining office procedures.
• Handle incoming correspondence, phone calls, and other communications professionally and promptly.
• Work with other Newmark personnel to support efficient and collaborative office operations.
• Perform other administrative and operational duties as assigned to support the team's personal and professional activities. 

Qualifications

• 5+ years of administrative experience with relevant educational background, preferably within commercial real estate, financial services, consulting, legal, or another professional services environment.
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
• Strong attention to detail and commitment to accuracy.
• Excellent written and verbal communication skills.
• High degree of professionalism, discretion, and confidentiality.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel); experience with expense management, billing, CRM, and accounting software is preferred.
• Ability to work independently while collaborating effectively with a team.

Personal Attributes

• Positive, service-oriented attitude.
• Strong problem-solving skills and initiative.
• Excellent time management and follow-through.
• Adaptable and comfortable working in a fast-paced, team-oriented environment.
• Dependable, resourceful, and committed to delivering high-quality work.

This position offers the opportunity to become an integral member of one of Newmark's leading specialty advisory teams, supporting complex real estate assignments for healthcare systems, colleges and universities, research institutions, and other mission-driven organizations throughout the United States.

Benefits and Perks:

• Industry leading Parental Leave Policy (up to 16 weeks)
• Generous healthcare
• Bright Horizons back-up care program
• Generous paid time off
• Education reimbursement
• Referral Program
• Opportunities to network and connect

Benefits/perks listed may vary depending on the nature of your employment with Newmark and the job location

Working Conditions: This is an in-office position during normal weekday business hours – remote work will only be available under special circumstances. Normal working conditions with the absence of disagreeable elements

Note: The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.