Executive Administrative Assistant Real Estate

Job Summary. MUST HAVE REAL ESTATE DEV/ MGMT OR CONSTRUCTION EXPERIENCE

We are looking for a highly capable, disciplined professional who can take ownership of operations, procurement, and administrative systems. This role is for someone who is organized, proactive, and comfortable using modern tools—including AI—to improve workflows, increase efficiency, and keep the business running smoothly.

This is not a basic administrative role. We need someone who can think critically, solve problems, and build systems that make the company operate better.

Key Responsibilities

• Manage administrative operations and internal organization
• Handle procurement, purchasing, and vendor coordination
• Track orders, invoices, contracts, and operational documentation
• Build efficient workflows and systems using modern software and AI tools
• Conduct research, analysis, and reporting using AI platforms and automation tools
• Coordinate across teams to ensure projects and operational tasks stay on schedule
• Identify opportunities to improve efficiency and reduce operational friction
• Maintain organized records, files, and internal processes

Required Qualifications

• Minimum 5 years of professional experience in administration, operations, procurement, or a related role
• Strong organizational and operational management skills
• Comfortable using AI tools (ChatGPT, automation platforms, data tools, etc.) to improve productivity
• Highly detail-oriented and capable of managing multiple priorities
• Strong communication and problem-solving skills
• Advanced proficiency with Excel, Google Workspace, and modern software tools

Ideal Candidate

• Extremely organized and proactive
• Comfortable taking ownership and making decisions
• Technologically fluent and curious about new tools
• Able to bring structure and discipline to operations

Submit your resume and a short note describing how you use AI or automation tools to improve your work or increase efficiency.

Duties

• Manage complex calendars and schedule appointments using Microsoft Outlook Calendar and Google Workspace, ensuring optimal time management for executives.
• Coordinate and organize real estate events, meetings, and open houses, including venue arrangements, invitations, and logistics.
• Handle all aspects of office management, including filing, data entry, document proofreading, transcription, and maintaining organized records.
• Provide executive administrative support such as preparing reports, drafting correspondence, and managing phone etiquette on multi-line phone systems.
• Utilize QuickBooks for basic bookkeeping tasks like invoicing, expense tracking, and financial record keeping related to property transactions.
• Assist with project coordination by tracking deadlines, preparing presentation materials, and ensuring timely completion of real estate deals.
• Support personal assistant duties as needed, including managing personal schedules or errands for executives to maximize productivity.
• Use Office experience and computer literacy skills to streamline administrative workflows and improve overall office efficiency.
• Maintain excellent customer service standards when interacting with clients, vendors, contractors, and team members.

Experience

• Proven administrative experience supporting executives in a fast-paced environment, preferably within the real estate industry.
• Demonstrated expertise in office management tasks such as filing systems, data entry, clerical work, and front desk responsibilities.
• Prior experience with event planning for corporate or real estate functions is highly desirable.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace tools (Docs, Sheets), and DocuSign for electronic signatures.
• Familiarity with QuickBooks for bookkeeping purposes and basic financial transactions related to real estate transactions.
• Strong organizational skills with an ability to prioritize tasks effectively while maintaining attention to detail.
• Excellent typing speed combined with proofreading skills to ensure accuracy in all documents and communications.
• Knowledge of multi-line phone systems and professional phone etiquette to handle inquiries efficiently.
• Experience in transcription or data entry roles that require high accuracy and confidentiality is a plus. Join us if you’re ready to bring energy into a fast-moving real estate environment while delivering transparent support that keeps everything running seamlessly!

Pay: $75,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person