Executive Assistant & Office Administrator

Executive Assistant & Office Administrator

Location: Manchester-by-the-Sea, MA

Gibson Sotheby's International Realty is seeking a highly organized, proactive, and tech-savvy Executive Assistant & Office Administrator to support our General Counsel while serving as a key administrative resource for our Manchester-by-the-Sea office, leadership team, and real estate sales associates.

This role requires someone who thrives on organization, enjoys solving problems, can manage competing priorities, and is comfortable handling sensitive and confidential information. The ideal candidate is resourceful, detail-oriented, highly proficient with technology, and able to anticipate needs before they arise. In addition to supporting our General Counsel, this individual will play an important role in ensuring a positive and efficient experience for our agents, clients, and office operations.

Key Responsibilities

Office Administration

• Serve as a key administrative resource for the office, supporting agents, staff, leadership, and day-to-day business operations.
• Provide reception coverage and exceptional service to agents, clients, vendors, and visitors, serving as a welcoming and professional first point of contact.
• Act as a liaison between agents and various company departments, helping connect associates with the resources, tools, and support they need to be successful.
• Assist with onboarding new agents to office helping ensure a smooth integration into the company and systems.
• Support office communications, meetings, events, training programs, and operational initiatives.
• Schedule, coordinate, and track in-house continuing education classes, attendance, and certificates.
• Maintain office supplies, records, documentation, forms, and administrative systems to ensure the office operates efficiently.
• Assist with transaction-related administrative tasks, check deposits, data entry, and maintaining accurate office records as needed.
• Maintain familiarity with company tools, technology platforms, and resources, helping guide agents to appropriate support teams and solutions.
• Coordinate with internal departments including Operations, Accounting, Marketing, IT, and Brokerage Management to support office needs and agent requests.
• Assist with special projects and other duties as assigned.

Executive Support

• Provide high-level administrative support to the General Counsel and executive team, including calendar management, meeting coordination, travel arrangements, and preparation of correspondence, reports, presentations, and other materials.
• Act as a gatekeeper and liaison, managing internal and external communications with professionalism, discretion, and efficiency.
• Support strategic priorities and daily operations by ensuring leadership is informed, organized, and prepared while proactively anticipating needs and solving problems.
• Assist with scheduling, meeting preparation, follow-up, and coordination of executive priorities.
• Manage competing priorities and help maintain organization across multiple projects and initiatives.

Legal & Corporate Support

• Maintain strict confidentiality while managing sensitive legal, business, and personnel information.
• Coordinate legal calendars, appointments, deadlines, and case-related meetings.
• Support litigation preparation by locating, organizing, and maintaining supporting documentation and records as needed.
• Serve as a reliable point of contact for internal stakeholders seeking legal assistance, documentation, or scheduling support.
• Manage and maintain legal documents, contracts, addenda, amendments, corporate records, and related files.
• Support the formatting, proofreading, organization, and creation of fillable versions of contracts, legal documents, and related paperwork.
• File legal documents and maintain accurate electronic and physical records.
• Assist with document retrieval, organization, and research requests as needed.
• Ensure legal files, records, and documentation remain organized, accessible, and up to date.

Qualifications

• 3+ years of experience supporting leadership, executives, attorneys, or business professionals in an administrative, executive assistant, office management, or legal support capacity.
• Advanced proficiency with Gmail, Google Workspace, and digital document management systems.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Strong technology aptitude and ability to quickly learn new software and systems.
• Excellent written and verbal communication skills.
• Ability to locate, organize, and manage large volumes of information and documentation efficiently.
• Proven ability to exercise discretion and sound judgment when handling confidential information.
• Experience supporting legal professionals or working with legal documentation is preferred but not required.

What We're Looking For

We're looking for someone who enjoys bringing order to complexity and takes pride in keeping people organized, informed, and prepared. The ideal candidate is proactive, resourceful, highly organized, and comfortable working independently. They are tech-savvy, detail-oriented, and capable of becoming a trusted partner to our General Counsel while also serving as a valuable resource for our agents, clients, and office team. This individual will help ensure the office runs smoothly, our agents feel supported, and our leadership team can operate efficiently.

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person