- Careers -

Administrative Assistant

Based: Nashville, TN
Reports to: General Manager

Firm Overview

Northwood Investors LLC (“Northwood”) is a leading, privately held, global real estate private equity investment advisor that invests alongside institutional and private clients in a broad range of real estate opportunities globally, with over $10 billion of assets under management. Northwood was founded in 2006, by John Z. Kukral, the former President, and CEO of Blackstone Real Estate Advisors. The Northwood team has deep experience in sourcing, executing, and managing real estate transactions worldwide, ranging from office buildings and shopping centers to hotels and residential investments.

Position Overview

As an Administrative Assistant, you are responsible for front desk functions as well as assisting in execution of the administrative and office functions for the onsite retail/office property management and performing other duties as assigned.

Key Areas of Responsibility:

  • Answer, screen and transfer inbound phone calls. Have full knowledge of phone system (answering all calls within three rings); able to handle multiple calls.
  • Receive and direct all visitors and clients.
  • General clerical duties including photocopying, fax and mailing.
  • Assist in planning team outings i.e. volunteering, lunches, birthday celebrations.
  • Maintain electronic and hard copy filing system. More specifically, files, notice letters, and other communications or pertinent correspondence pertaining to Northwood Retail.
  • Retrieve documents from filing system.
  • Handle requests for information and data.
  • Prepare written responses to routine enquiries.
  • Prepare and modify documents including correspondence, reports, drafts, memos and emails to both tenants and contracted vendors.
  • Maintain corporate contact lists.
  • Prepare agendas for meetings and prepare and manage office conference room schedules.
  • Record, compile, transcribe and distribute minutes of meetings.
  • Open, sort and distribute incoming correspondence and packages.
  • Upon approval, orders all office supplies for onsite team; staying within stated budget guidelines.
  • Maintain office supply inventories.
  • Manage and stock the refrigerator, coffee and snack station.
  • Coordinate maintenance of office equipment and coordinate repairs and services.
  • Act as a contact person for internal and external clients.
  • Prepare and distribute employee memos.
  • Assist with miscellaneous projects within various Northwood Retail departments. All projects will pertain to administration-oriented tasks.
  • Act as point person and coordinate all hotel reservations for all of Northwood Retail.
  • Manage monthly calendar for the property management office.


  • 1-3 years of administrative experience, preferably in a fast-paced office environment.
  • Understands the level of service that needs to be provided to tenants, contractors, etc.
  • Demonstrated ability to independently manage multiple projects/tasks and be able to prioritize in a fast-paced environment with a high sense of urgency.
  • Strong verbal and written communication skills.
  • Advanced knowledge of Microsoft Office. Additional computer and software experience a plus.
  • Ability to handle a fast-paced environment with a positive approach.