Executive Assistant

Role: Full Support To Lead Real Estate Agent -Manage and maintain lead agent's schedule, including arranging appointments, meetings, and travel arrangements, managing email, calendar and vendors.
-Overall operations, contact management, keeping agent and listings /buyers organized, the files, backend.
- Coordinate and organize meetings, conferences, and events - Prepare and distribute correspondence, memos, letters, and reports - Conduct research and compile data for various projects and presentations - Handle confidential information with discretion - Perform general administrative tasks such as data entry, filing, and transcribing meeting minutes - Answer phone calls and respond to inquiries in a professional manner - Assist with event planning and coordination - Utilize Outlook Calendar to schedule appointments and manage executive calendars - Use Google Suite to create documents, spreadsheets, and presentations - Overall operations, contact management, keeping agent and listings /buyers organized, the files, backend.
Requirements and Outline: Requirements: -Real Estate Experience - Proven experience as an executive assistant or in a similar role - Excellent phone etiquette and communication skills - Proficient in computer literacy, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) - Strong organizational skills with the ability to multitask and prioritize work effectively -Would be great to have your real estate license, not a requirement.
*General Outline of Activities*: Need: Highly organized individual with excellent communication skills and attention to detail.
Some evening and weekend availability is required in this fast pace real estate environment depending on what is going on in the daily activites.
Minute to minute email management, drafting emails on behalf of lead agent.
Ensuring no one is forgotten about.
The ideal candidate will also possess excellent communication skills (written and verbal), be extremely organized, handle multiple projects simultaneously, maintain a high level of attention to detail, and have the ability to work independently -- all in a fast-paced work environment.
Flexible daily routine.
Manage calendar: schedule meetings, events, inspections, photoshoots, etc.
*Manage high-volume email inbox with timely responses: flagging emails, responding, determining spam.
* Relationship management for each client: 1-month, 6-month, and yearly interactions.
*Assistance in preparing listings documents, meeting vendors, quotes organized * Coordinate staging: manage setup and removal.
*CRM maintenance and management.
* Buyer portal creation and buyer tour coordination: set up appointments and schedule showings.
*Inspections: schedule, coordinate, and attend when needed.
* Client party: invitations, RSVP management, coordinate with marketing.
*Photoshoot schedule and attendance.
* Develop ad copy for properties.
*Show buyer tours only if lead agent is not available.
* Cover showings on listings when agent is not available.
*Schedule meetings.
*Manage a checklist for escrow and listings.
*Manage and distribute and pickup marketing materials.
* Verify and manage advertising and branding for marketing.
*Manage incoming and outgoing referrals.
Office/Home Flexibility* Schedule appointments with preferred vendors (inspections, repairs, appraisals etc -Meet vendors at house if needed -create basic marketing collateral (flyers, brochures) -order/pick up marketing collateral -order, pick up and set up food for brokers tour/open houses -keep client list updated -help with sending out scheduled marketing items to clients -assemble and obtain signatures for listing disclosure package -enter listings into MLS -update MLS as needed -DocuSign items to clients as needed -Oversee all transaction files (TC) -mail/drop off client/agent gifts -stuff envelopes and mail if needed – keep up with thank you notes -help organize office -Help with lead agents calendar as emails come thru.
Note: This job description is not intended to be all-inclusive.
The employee may perform other related duties as negotiated to meet the ongoing needs of the organization.
Job Type: Full-time Pay: $79,140.
00 - $125,000.
00 per year Benefits: * Paid time off Schedule: * 8 hour shift * Monday to Friday Work Location: In person