Executive Assistant and Office Coordinator - 1 year experience required

Job Title: Executive Assistant and Office Coordinator

Location: Rochester, NY

Company: Elysian Homes by Mark Siwiec and Associates

Job Type: Full-Time

Salary: $57,000 - $67,000 annually

About Us:

Elysian Homes by Mark Siwiec & Associates is a luxury-focused real estate brokerage committed to delivering extraordinary service and exceptional results. Our organization operates in a collaborative, fast-paced environment where strong administrative and operational support allows agents and leadership to focus on serving clients at the highest level.

We are seeking an Executive Assistant and Office Coordinator to support leadership, agents, and daily office activities while helping ensure the brokerage operates smoothly, professionally, and consistently each day.

Position Overview:

The Executive Assistant and Office Coordinator serves as a central support role within the brokerage, assisting leadership with scheduling and administrative needs, coordinating office logistics, managing lead and CRM processes, and helping maintain a welcoming and organized work environment.

This role focuses on coordination, administrative support, and execution rather than personnel management or operational leadership responsibilities. The position is ideal for someone who enjoys supporting others, takes pride in organization and follow-through, and thrives in a role where no two days are exactly the same.

Key Responsibilities:

· Manage scheduling coordination for leadership, including listing appointments, meetings, and related logistics

· Provide proactive administrative support and assist with daily priorities

· Assist with personal and professional scheduling tasks when appropriate

· Coordinate meetings, events, and occasional errands supporting leadership needs

· Help ensure calendars and daily schedules run smoothly and efficiently

· Enter and maintain leads and contacts within CRM systems

· Distribute inbound opportunities to agents accurately and promptly

· Maintain organization and accuracy across contact databases

· Assist with follow-up outreach, testimonial coordination, and communication initiatives

· Maintain awareness of office schedules, meetings, and daily activity

· Serve as a primary point of contact for agents and staff needing assistance

· Help ensure office operations run smoothly through organization and follow-through

· Assist with onboarding logistics for incoming agents

· Coordinate communication and logistical needs across the team as needed

· Welcome clients, agents, and visitors in a professional and hospitable manner

· Maintain a clean, organized, and client-ready office environment

· Coordinate office supplies and meeting preparation

· Assist with team celebrations, recognition efforts, and office culture initiatives

· Ensure guests and team members feel supported and accommodated

Qualifications

· Strong organizational and time-management skills

· Excellent written and verbal communication abilities

· High level of professionalism and discretion

· Ability to manage multiple priorities simultaneously

· Strong interpersonal skills and a service-oriented mindset

· Comfort working in a fast-paced office environment

· Demonstrated success in an executive assistant, office manager, or administrative coordination role

· Experience in real estate or professional services environments

· Familiarity with CRM platforms (BoldTrail/KVCore or similar systems)

· Proficiency with Google Workspace or comparable office software

Compensation and Benefits

· Salary range: $62,000 to $72,000 annually, based on experience and qualifications

· Employer contribution toward health insurance coverage

· Paid holidays observed by the brokerage

· Paid time off designed to support flexibility and work-life balance

· Mileage reimbursement for approved work-related travel

· Work flexibility following initial onboarding and training period

· Professional development and growth opportunities within a growing organization

· Exposure to brokerage operations and leadership decision-making processes

· Collaborative, team-oriented work environment with long-term career growth potential

How to Apply: Interested candidates should submit their resume and a cover letter detailing their relevant experience to edward@elysianhomesny.com

Job Type: Full-time

Pay: $57,000.00 - $67,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• At Elysian, we value professionalism, hospitality, and a team-first mindset. In your view, what does it look like to contribute positively to an office culture like that?
• Describe a time when you were responsible for keeping a leader or office organized and on track. What did you do to ensure things ran smoothly, and how did you handle it when priorities changed unexpectedly?
• This role involves managing details across calendars, CRM systems, agents, and daily office logistics. How do you stay organized when juggling multiple responsibilities that all feel urgent?

Education:

• Bachelor's (Preferred)

Experience:

• Executive administrative support: 1 year (Required)
• CRM Platform : 1 year (Required)

Work Location: In person