Executive Assistant

Description

• ProjectTracking Maintain project trackers (e.g., in CRM or SharePoint), oversee deliverable deadlines, and provide proactive follow-up.
• Follow-Up & Reporting Draft client correspondence, monitor project milestones, and prepare periodic KPI reports on book-of-business growth and retention.
• Proposal & Presentation Coordination Develop and review pitch decks, RFP responses, and executive summaries; ensure consistency with Colliers branding and the team’s high-impact style.
• Calendar & Travel Management Coordinate complex calendars, prioritize engagements, book domestic/international travel, and prepare detailed itineraries.
• File & Database Management Organize and update client files, manage distribution lists, and ensure data integrity across platforms (CRM, client portfolio technology etc.)
• Client Liaison Serve as first point of contact for clients; coordinate information requests, schedule meetings, and distribute post-meeting summaries.
• Meeting Preparation Assemble meeting briefs, secure site-visit logistics, and collate presentation materials.
• Expense & Invoice Processing Prepare, submit, and reconcile expense reports; liaise with finance to ensure timely invoicing.

Requirements

• High proficiency in Microsoft Office – Word, Excel, PowerPoint, Outlook. Adobe InDesign a plus
• At least 2+ years of administrative experience in a profession services environment (such as real estate, sales, legal, architectural, construction)
• This position is hybrid (4 days on-site) based out of our Indianapolis, IN office**
• Experience working with corporate clients or occupiers of real estate
• Excellent written and verbal communication skills and interpersonal skills
• Strong organizational, process orientation and time management skills

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance