Company Description Big Ben Private Real Estate focuses on acquiring middle market businesses and commercial real estate with strong performance and clear growth potential. The organization maintains a diversified portfolio that includes profitable operating companies and more than 1,500,000 square feet of retail and industrial properties.

Big Ben

Funds emphasizes disciplined investment, long-term value creation, and operational excellence across its holdings. Team members have the opportunity to work in a dynamic, growth-oriented environment with exposure to multiple asset classes and business operations.

Big Ben Funds is seeking an exceptionally organized, detail-oriented professional to support a senior executive across acquisitions, financing, investor reporting and portfolio coordination.

This role combines executive support with hands-on commercial real estate administration. Experience reviewing and administering retail leases is essential. You must be comfortable working through leases, amendments and rent rolls, identifying discrepancies and tracking the details that affect a property’s income and obligations.

We are looking for someone who takes ownership, follows through and delivers accurate, complete work without repeated reminders.

What you will doRetail lease review and administration

- Read retail leases, amendments, renewals and related documents, and prepare accurate lease abstracts.
- Extract and track key terms, including base rent, rent increases, commencement and expiry dates, renewal options, notice deadlines, CAM and operating expense recoveries, tax and insurance obligations, and tenant improvement allowances.
- Identify and flag provisions such as co-tenancy requirements, exclusive-use rights, termination rights, assignment restrictions, guarantees and landlord obligations.
- Reconcile rent rolls and lease summaries against executed documents, flagging missing amendments, inconsistent figures and unclear terms.




- Maintain lease records and critical-date calendars, ensuring significant obligations and deadlines are brought forward early.
- Escalate questions requiring commercial judgment or legal interpretation to the executive and relevant advisers.

Acquisitions, financing and due diligence

- Collect and organize offering memoranda, financial statements, rent rolls, leases, property reports and other transaction documents.
- Apply established acquisition screening checklists, record results and obtain missing information.
- Maintain due diligence trackers, document requests, transaction calendars and closing checklists.
- Assemble lender packages, record financing terms and coordinate outstanding requests with brokers, lenders, property managers and advisers.

Reporting and business coordination

- Prepare investor reports, presentations, factual summaries and meeting materials using established templates and direction.
- Check figures, dates and supporting information against source documents.
- Maintain a current overview of acquisitions, dispositions, financing, property issues and other active initiatives, including owners, deadlines, next steps and outstanding decisions.
- Track action items through completion and keep shared records organized and current.

Executive support

- Coordinate calendars, meetings and follow-up.
- Prepare meeting notes, draft correspondence and manage document versions.
- Follow up professionally and persistently with internal and external contacts.
- Anticipate the next administrative step and move it forward within your authority.





What you bring
- At least 3–5 years of relevant experience in commercial real estate coordination, lease administration, executive support or a combination of these areas.
- Demonstrated experience with retail leases, including detailed review, abstraction and reconciliation against rent rolls.
- Exceptional attention to detail. You catch an incorrect escalation date, a missing amendment or a recovery cap that has been overlooked.
- Strong numerical accuracy and confidence working with spreadsheets, checking totals and comparing figures across documents.
- Strong Excel, Word and PowerPoint skills, with the ability to produce polished, accurate materials.
- Excellent organization and follow-through across multiple transactions, deadlines and competing priorities.
- Clear, professional writing and confidence speaking with brokers, lenders, property managers and advisers.
- Practical experience using ChatGPT or other AI tools to assist with document review and drafting, while independently verifying outputs against source documents.
- Sound judgment, discretion and respect for confidential business and investor information.
- Willingness to own recurring administrative work and maintain clear, consistent processes.

Experience supporting retail property acquisitions, preparing investor or lender materials, and maintaining CRM and document-management systems would be valuable. What success looks likeLease records are accurate. Deadlines are tracked and acted on. Transaction files are complete. Reports are checked before they reach the executive. Outstanding requests are followed through to resolution.

You will report directly to one senior executive. Financial analysis, investment decisions and negotiations remain with leadership; your responsibility is to ensure the information and coordination supporting those decisions are reliable.

📌 Executive Assistant Operations (Toronto)
🏢 Big Ben Funds
📍 Toronto