Executive Admin Assistant - Project & Events

Sterling Commercial Real Estate Advisors creates sustainable prosperity for our team and community.

Pervasive Excellence, Mutual Trust, and Care for the Team and Community are values we hold dear. The name 'Sterling' means "conforming to the highest standard" and that is exactly what we aim to do here. We are here to preserve and grow Montana as a great place to live and work.

Sterling Commercial Real Estate Advisors, is seeking an Executive Admin Assistant based out of our Missoula, MT office.

This fast-paced role requires determination and the desire to work amongst the best in the industry. In this role, you can expect ongoing training, professional growth, and opportunities for advancement.

Position Summary

We are seeking a Executive Admin Assistant to serve as the operational partner to the company’s managing principal (MP). This is a high-impact role that blends development coordination, brokerage transaction support, and executive administrative responsibilities.

If you excel at keeping people organized, love managing complex workflows, and enjoy being the “go-to” problem solver who keeps everything moving, this role is an ideal fit.

Please read the entire job description for instructions on how to apply.

Key Responsibilities

Development Coordination

• Support all aspects of multiple development projects
• Coordinate with engineers, architects, contractors, and county and city officials.
• Prepare meeting agendas, packets, summaries, and follow-up documentation.
• Track project budgets, schedules, deliverables, and milestones.
• Assist with permitting, entitlement processes, consultant onboarding, and submittals.
• Draft and organize project documents, CC&Rs, HOA materials, and public meeting content.

Brokerage & Transaction Support

• Prepare Broker Opinion of Value (BOV) packages, listing materials, and market analyses.
• Support commercial transactions from LOI through closing.
• Manage client communication, deadlines, and required documentation.
• Maintain CRM systems and manage lead tracking.
• Assist with comp packages, research, and financial analysis as needed.

Executive Support

• Manage the MP’s calendar, inbox, meetings, and task priorities.
• Organize documents, maintain workflows, and prepare daily briefings.
• Schedule travel, meetings, and internal coordination sessions.
• Support personal and business task organization.
• Improve and maintain Monday.com dashboards and project boards.
• Draft correspondence, proposals, and internal/external communications.
• Plan and coordinate events

What Success Looks Like

• The executive’s time is focused on high-value, income-generating tasks.
• Development and brokerage projects move efficiently with fewer bottlenecks.
• Meetings, follow-ups, and deliverables happen without prompting.
• You anticipate needs before they are assigned.
• You operate as a true business partner—organized, reliable, and proactive.

Qualifications

Required

• Strong organization and project management skills.
• Exceptional professional communication and writing abilities.
• Ability to manage multiple complex priorities at once.
• High proficiency with GSuite, Monday.com, and modern AI productivity tools.
• Ability to thrive in a fast-paced, fluid work environment.
• Strong problem-solving and follow-through skills.

Preferred (Not Required)

• Montana real estate license (or willingness to obtain in first 90 days).
• Experience in real estate, development, construction administration, or project coordination.
• Transaction coordination experience.
• Familiarity with commercial brokerage or development workflows.
• Experience with Canva, Monday.com systems, Google Workspace, ChatGPT preferred

Work Environment

• Full-time, 40 hours per week (some variation depending on project load).
• In-person required; hybrid flexibility available after ramp-up.
• Reports directly to SterlingCRE’s managing principal.

Benefits:

Salary: $70,000 - $100,000 per year to start depending on experience and qualifications

Health Insurance: PacificSource Bronze with HSA match (upgrades available)

Paid Time Off (PTO): 30 days per year; accrues immediately

Education: $1,500 professional development allowance annually; earn bonus pay or PTO days by reading books on the company book list

Additional Incentives:

• Bonuses based on team and individual performance
• Co-Investment opportunities in Sterling projects after 1 year
• Flexible schedule

Application Instructions:

Please submit a copy of your Meyers-Briggs Type Indicator (MBTI) assessment along with your resume and cover letter describing why you desire this position and why you think you'd be a good fit for the role. A free version of the MBTI assessment can be found at www.16personalities.com. Resumes without a corresponding MBTI assessment, resume and cover letter will not be considered.

Sterling is a growing company with room for professional advancement.

Work Location:

Sterling's Missoula office primarily with some day travel required in Western Montana based on operational demands.

Sterling is an equal opportunity employer.

Job Type: Full-time

Pay: $70,000.00 - $100,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Referral program
• Relocation assistance

Application Question(s):

• Please submit your Meyers-Briggs Type Indicator with your resume. Free test can be found at www.16personalities.com

Education:

• Bachelor's (Preferred)

Experience:

• real estate related: 3 years (Preferred)

License/Certification:

• Real Estate License (Preferred)

Work Location: In person