Executive Assistant Office Coordinator

Company Overview

Midwest Equity Investors, LLC is a Cedar Rapids, Iowa-based commercial real estate private equity firm that acquires and manages NNN retail, medtail, medical outpatient, and industrial assets across secondary Midwest and Southeast markets. The firm self-manages its portfolio through the Arthur James Asset Management brand and operates the Midwest Diversified fund series.

Position Summary

The Executive Assistant / Office Coordinator / Receptionist is a versatile, high-trust role that serves as the operational backbone of the Cedar Rapids office. This individual provides direct administrative support to firm leadership, oversees day-to-day office operations and vendor relationships, and serves as the first point of contact for visitors, tenants, investors, and callers. The ideal candidate is highly organized, discreet, professionally polished, and comfortable managing competing priorities in a fast-paced, deadline-driven environment.

Key Responsibilities

Executive Assistant Support

• Manage complex calendars for the CEO/Co-Founder and other executives, scheduling meetings, calls, and travel while proactively resolving conflicts.
• Accept triage of executive team email and be able to correspond to set up meetings or provide basic communication.
• Prepare, format, and proofread correspondence, board materials, investor communications, and internal memos.
• Handle confidential information  with sound judgment and discretion.
• Serve as a liaison between executives and internal staff, outside legal counsel, brokers, lenders, and investors.

Office Management

• Oversee day-to-day office operations, ensuring a clean, organized, and well-stocked workplace—including office supply inventory, order equipment and furniture, and manage kitchen/break room stocking.
• Manage relationships with office vendors, landlords, IT support, and service providers (cleaning, maintenance, supplies, equipment).
• Coordinate IT and telecom needs with outside providers, including onboarding equipment for new hires.
• Support HR-adjacent functions such as new hire onboarding logistics and workspace setup, posting jobs and scheduling interviews.
• Negotiate and track vendor contracts and service agreements; monitor invoices and coordinate payment with accounting/finance.
• Assist Marketing and Investor Relations to execute internal events, holiday functions, client/investor meetings, and the annual summer internship program (itinerary, materials, welcome packet).

Reception / Front Office

• Serve as the first point of contact for the office: greet visitors, tenants, brokers, and investors professionally and warmly.
• Answer, screen, and route incoming calls; manage the main office phone line and general inbox.
• Receive, sort, and distribute incoming mail, packages, and deliveries; prepare outgoing mail and shipments (FedEx/UPS/USPS).
• Maintain a professional and organized reception area and conference rooms; prepare rooms for meetings.
• Manage conference room scheduling and coordinate catering for meetings and events, including investor meetings and educational seminars.
• Assist investors with general administrative questions, appointment coordination, and mailing of materials.
• Provide general administrative support to other team members as workload requires (copying, scanning, filing, CRM data entry).

Qualifications

• Associate's or bachelor's degree preferred; equivalent professional experience will be considered.
• Team-oriented, competitive, and hard working, with a strong desire to contribute to a high-performing, collaborative office environment.
• 2–5 years of experience in an office setting—ideally as an executive assistant, office manager, and/or front-office/receptionist role
• Exceptional organizational skills with strong attention to detail and proofreading ability.
• Excellent written and verbal communication skills and a professional demeanor and appearance.
• Demonstrated ability to manage multiple priorities, meet deadlines, and exercise independent judgment.
• High level of professionalism, discretion, and confidentiality in handling sensitive business and financial information.
• Strong customer-service orientation and problem-solving ability toward investors, tenants, lenders, and vendors.
• Self-motivated and proactive, with the ability to anticipate office needs before they arise.
• Experience managing vendor relationships is a plus

Technical Skills

• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Working knowledge of Adobe Acrobat, Zoom, electronic filing systems, and calendar management software.
• Experience with CRM software and document management systems preferred; familiarity with Yardi or similar real estate platforms is a plus.

Preferred Industry Experience

• Commercial real estate, real estate investment, or property management
• Private equity or financial services
• Professional services environment-- ideally in real estate, finance, legal, or professional services.

Core Competencies

Professionalism  • Organization  •  Initiative •  Confidentiality  • Attention to Detail  •  Customer Service  • Communication  •  Time Management  • Problem Solving  •  Adaptability •  Teamwork  • Reliability  •  Positive Attitude

Why Midwest Equity

Midwest Equity is a growing commercial real estate investment firm focused on acquiring, developing, and managing high-quality commercial real estate investments throughout the Midwest. We value integrity, teamwork, professionalism, and exceptional service. Every member of our team plays an important role in delivering outstanding experiences for our investors, tenants, business partners, and colleagues. This position offers the opportunity to work closely with company leadership, contribute to a dynamic and collaborative culture, and play a central role in supporting the continued growth of the firm.

Midwest Equity Investors, LLC is an equal opportunity employer.