Executive Assistant

Job Description:

We are seeking a highly organized and proactive Executive Assistant to support a top producing real estate agent team of 2. This part-time position offers a diverse range of responsibilities, ideal for someone who enjoys a dynamic work environment and has a passion for real estate. As an Executive Assistant, you will handle various administrative and operational tasks, ensuring smooth day-to-day operations. This role is perfect for a detail-oriented individual with excellent time management skills, looking to gain experience in the real estate industry.

Key Responsibilities:

Calendar Management:

• Coordinate and manage the agent’s calendar, scheduling appointments, meetings, and events. Ensure all appointments are organized and reminders are sent out in a timely manner.

Client Gifts and Marketing Collateral:

• Handle the selection, purchase, and delivery of client closing gifts. Pick up and drop off real estate signs as needed. Print, create, and distribute flyers for property listings and other marketing purposes.

Event Planning and Coordination:

• Plan, set up, and manage client appreciation events and parties. Coordinate logistics, including venue selection, catering, and guest lists. Assist with setting up open houses, including preparing materials and coordinating on-site logistics.

Social Media and Content Creation:

Assist with the creation and management of social media content across various platforms. Help develop marketing materials and campaigns to promote listings and the agent’s brand. Monitor social media channels, respond to comments, and engage with followers to build the brand’s online presence.

File Work and Organization:

Assist with file management, document preparation, and organization. Ensure all client files are maintained accurately and confidentially. Prepare and organize transaction files, ensuring compliance with all legal and regulatory requirements.

Database and CRM Management:

Maintain and update the client database (CRM) with current contact information and transaction details. Assist with lead management, including tracking follow-ups and ensuring leads are nurtured.

Vendor and Contractor Coordination:

Liaise with vendors, contractors, and service providers for property repairs, staging, photography, and other needs. Obtain quotes, schedule services, and ensure timely completion of tasks.

General Administrative Support:

Provide additional support as needed, including running errands, answering calls, and responding to emails. Assist with preparing contracts, addendums, and other real estate documents as needed. Help with the coordination of inspections, appraisals, and other transaction-related appointments.

Qualifications:

Experience:

Previous experience in an administrative or executive assistant role preferred. Experience in real estate, marketing, or event planning is a plus.

Skills:

Strong organizational and multitasking abilities. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and social media platforms. Familiarity with CRM systems and real estate software is a plus. Excellent verbal and written communication skills. Ability to work independently and prioritize tasks effectively. Creative mindset with an eye for detail.

Personal Attributes:

Proactive and resourceful with a can-do attitude. Professional and personable demeanor. Flexible and adaptable to changing priorities.

Education:

High School Diploma or equivalent required. Additional education or training in office administration, marketing, or a related field is a plus.

Compensation:

• $20 to $22 per hour depending on experience. Part-time position with flexible hours (approximately 20 to 30 hours per week).

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Expected hours: 20 – 30 per week

Work Location: In person