Administrative Assistant

We’re seeking a proactive and detail-oriented Administrative Assistant to serve as the right hand to the team principals and help drive day-to-day operations, marketing execution, listing preparation, and transaction coordination. You’ll also help formalize systems, manage our database, and ensure our listings and clients receive white-glove service.

Key Responsibilities

Administrative Operations

• Manage calendars, schedule meetings, and handle Zoom links for internal and client meetings
• Prepare buyer/seller documents, deal sheets, disclosures, and team contracts (Docusign, Compass tools)
• Organize and maintain internal trackers, digital files, and Compass compliance (Skyslope)
• Assist with invoices, vendor payments, and expense tracking
• Order office supplies and team promo items (cards, champagne, etc.)
• Maintain listing and transaction pipeline reports
• Coordinate post-closing follow-ups and testimonials

Listing & Deal Coordination

• Coordinate listing prep: order photos, schedule vendors (stagers, handymen, cleaners, movers)
• Upload listings to Compass, MLS, LoopNet, Crexi
• Prepare brochures, OM flyers, open house collateral, and disclosure packets
• Track listing performance and prepare seller updates (Compass, Zillow, Redfin)
• Manage offer paperwork, deal sheet creation, attorney coordination, contract execution
• Ensure compliance with Compass systems, generate commission invoices, finalize in Deal Closer
• Update all status changes across platforms

Marketing & Lead Management

• Design and send e-blasts, brochures, newsletters (Compass Marketing Center, Mailchimp)
• Manage team’s Instagram and Facebook pages; assist with content creation and posting
• Coordinate print campaigns and seasonal marketing drops
• Support marketing campaigns (including Google Ads and Facebook Ads if applicable)
• Oversee CRM maintenance, track Zillow leads, and request client reviews

Event & Client Support

• Plan client and broker events (venue, invites, food, promo items)
• Coordinate vendor and prospect meetings
• Support holiday, seasonal, and branding outreach campaigns

Qualifications

• Minimum 2+ years in a support role (real estate, executive assistant, operations, or marketing)
• Experience in real estate (residential or commercial) strongly preferred
• Tech-savvy: Google Workspace, Docusign, CRM systems (Compass, FUB, Salesforce), Canva
• Strong writing, grammar, and communication skills
• Meticulous attention to detail and process-oriented
• Friendly and professional demeanor; able to handle clients, brokers, and vendors with confidence
• Real estate license is a plus, but not required

Compensation & Perks

• Competitive salary based on experience
• Performance-based bonuses
• Room for growth as the team expands
• Flexible hours with hybrid work setup
• Paid time off and Compass platform access
• Entrepreneurial, collaborative team culture