Executive Administrative Assistant

Job Overview

We are seeking a highly organized and proactive Executive Administrative Assistant to join our dynamic team. This vital role provides comprehensive administrative support directly to the Owner and senior leadership team, ensuring smooth daily operations, efficient team management, and strong backend support for a fast-paced real estate business.

The ideal candidate will demonstrate exceptional communication skills, strong attention to detail, professionalism, and the ability to manage multiple priorities with confidence and enthusiasm.

This position offers an exciting opportunity to contribute to a high-performance environment where your organizational talents will truly shine.

This is more than a traditional administrative role, it is an opportunity to become the right hand to leadership and help support the growth, accountability, marketing presence, and overall success of the team.

Responsibilities

• Manage complex calendars, schedule appointments, and coordinate meetings for executives, ensuring optimal time management
• Handle incoming calls using multi-line phone systems with professionalism and courtesy, practicing excellent phone etiquette
• Prepare, proofread, and edit correspondence, reports, presentations, and executive communications with accuracy and attention to detail
• Maintain organized filing systems both digitally using Google Workspace and physically for easy retrieval of documents
• Assist with data entry, bookkeeping, and financial recordkeeping
• Support personal assistant duties such as travel arrangements, event planning, and other administrative tasks as needed
• Provide exceptional customer service by supporting internal team members, agents, vendors, and clients with responsiveness and professionalism
• Manage vendor relationships and assist with general office management and operational needs
• Ensure confidentiality of sensitive information while maintaining high standards of accuracy in all administrative functions
• Help leadership stay accountable to priorities, deadlines, recruiting efforts, and team growth initiatives
• Support onboarding coordination, recruiting assistance, and systems that improve productivity and team performance
• Assist with CRM management, transaction coordination support, database organization, and follow-up systems
• Support marketing initiatives including social media coordination, content scheduling, agent branding, listing promotions, and team event marketing
• Help manage social media platforms, posting schedules, marketing campaigns, and online engagement for the team’s brand presence
• Coordinate marketing materials such as flyers, listing presentations, event promotions, and internal team communications

Experience

• Proven experience as an Administrative Assistant, Executive Assistant, or in an office management role within a professional environment
• Demonstrated clerical experience including filing, data entry, proofreading, and document management
• Strong computer literacy with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets), and office systems
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced setting
• Experience handling multi-line phone systems and providing outstanding customer support via phone and in person
• Basic bookkeeping knowledge and experience with QuickBooks or similar accounting software preferred
• Experience with social media management, marketing coordination, and content scheduling is strongly preferred
• Bilingual abilities are highly desirable to facilitate communication with diverse clients, agents, and team members
• Personal assistant experience or advanced calendar management expertise is preferred
• Real estate industry experience is strongly preferred but not required
• Experience supporting a sales team or high-performing business environment is a strong plus

Join us in this energetic role where your organizational skills, professionalism, leadership support, and marketing coordination will make a meaningful impact every day.

We value dedicated professionals who are committed to excellence, confidentiality, and delivering top-tier administrative support in a vibrant and growing workplace environment.

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Health insurance
• Paid time off
• Professional development assistance
• Referral program

Education:

• High school or equivalent (Required)

Experience:

• Executive administrative support: 2 years (Required)

Location:

• Palm Beach Gardens, FL 33418 (Required)

Ability to Commute:

• Palm Beach Gardens, FL 33418 (Preferred)

Work Location: In person