Executive Assistant

Executive Assistant to Principal – Sales

Position: Executive Assistant to Principal – Sales
Reports to: Principal / Selling Principal
Location: Sydney
Industry: Real Estate – Residential Sales
Employment Type: Full-time

About the Role

We are seeking a highly organised, proactive and professional Executive Assistant to the Principal – Sales to provide high-level administrative, operational and client support to the Principal.

This is a fast-paced role suited to someone who understands the demands of residential real estate and enjoys working closely with a high-performing sales principal.

The successful candidate will play a key role in keeping the Principal organised and allowing him to focus on vendor relationships, listings, buyer negotiations, business development and sales performance.

Key ResponsibilitiesExecutive Support

• Manage the Principal's daily calendar, appointments and meetings.
• Coordinate inspections, appointments, vendor meetings and business meetings.
• Prepare daily and weekly schedules and ensure the Principal is fully prepared for appointments.
• Monitor emails, enquiries and correspondence and prioritise matters requiring the Principal's attention.
• Prepare agendas, meeting notes and follow-up actions.
• Assist with travel, events and other business arrangements when required.
• Maintain confidentiality when dealing with sensitive client and business information.

Sales & Listing Support

• Assist the Principal with the administration of new listings from appointment through to settlement.
• Prepare and coordinate listing documentation, agency agreements and sales paperwork.
• Coordinate photography, floor plans, copywriting, advertising and marketing campaigns.
• Prepare property information and marketing material for review by the Principal.
• Coordinate open homes, private inspections and buyer appointments.
• Maintain accurate records of listing activity, inspections, enquiries and buyer feedback.
• Assist with preparing vendor updates, campaign reports and sales proposals.
• Follow up outstanding documentation and action items with vendors, buyers, solicitors and other stakeholders.

Vendor & Buyer Communication

• Communicate professionally with vendors, buyers and other stakeholders on behalf of the Principal.
• Respond to routine enquiries and ensure enquiries are followed up promptly.
• Coordinate vendor communication before and after open homes.
• Assist with collecting and organising buyer feedback.
• Maintain strong relationships with clients and ensure a high level of customer service.
• Escalate important or sensitive matters to the Principal promptly.

Contract & Transaction Administration

• Assist with monitoring sales contracts from preparation through to exchange and settlement.
• Liaise with solicitors, conveyancers, brokers, buyers and vendors where appropriate.
• Maintain transaction checklists and ensure important deadlines are monitored.
• Follow up outstanding signatures, documents and settlement requirements.
• Keep the Principal updated on the progress of each transaction.

Marketing & Social Media Support

• Coordinate property marketing campaigns across relevant platforms.
• Assist with preparing social media content, property announcements, sold campaigns and promotional material.
• Coordinate marketing deadlines and ensure campaigns go live as scheduled.
• Assist with database and CRM updates.
• Maintain an organised library of property photos, marketing material and client information.

Business Development Support

• Assist the Principal with prospecting and follow-up activities.
• Maintain and update the Principal's database and CRM.
• Track potential listings, referrals and business opportunities.
• Assist with preparing proposals and presentations for prospective vendors.
• Follow up past clients and prospective clients as directed.
• Help maintain consistent communication with the Principal's professional network.

Key Skills & Experience

The ideal candidate will have:

• Previous experience as an Executive Assistant, Personal Assistant, Sales Assistant, Sales Associate or similar role.
• Real estate experience is highly desirable.
• Excellent organisational and time-management skills.
• Strong written and verbal communication skills.
• High attention to detail.
• Ability to manage multiple priorities and deadlines.
• Strong computer and administrative skills.
• Experience with CRM systems and Microsoft Office/Google Workspace.
• Professional telephone and email manner.
• Ability to work independently and take initiative.
• Strong problem-solving and follow-up skills.
• High level of discretion and confidentiality.
• A genuine interest in residential property and real estate.

Personal Attributes

We are looking for someone who is:

• Proactive – identifies what needs to be done rather than waiting to be asked.
• Organised – keeps the Principal, clients and campaigns on track.
• Reliable – follows through on commitments and deadlines.
• Professional – represents the Principal and business to a high standard.
• Detail-oriented – understands that small administrative errors can have significant consequences.
• Confident – comfortable communicating with vendors, buyers and professional advisers.
• Commercially minded – understands that the ultimate objective is to support listings, sales and business growth.
• Calm under pressure – able to manage a busy sales environment and changing priorities.
• Team-oriented – works effectively with sales, property management and administration teams.

What Success Looks Like

Success in this role means the Principal can spend more time focusing on:

• Winning new listings
• Building vendor relationships
• Conducting appraisals
• Negotiating with buyers
• Managing sales campaigns
• Closing transactions
• Business development

while the EA ensures the administration, communication, scheduling, follow-up and coordination are handled efficiently and professionally.

Key Performance Areas

Performance will be measured through:

• Accuracy and organisation of the Principal's calendar and appointments
• Timely completion of administrative tasks
• Speed and quality of client follow-up
• Accuracy of listing and sales documentation
• Effective coordination of marketing campaigns
• CRM and database accuracy
• Follow-up of leads and business opportunities
• Vendor and buyer service levels
• Ability to anticipate the Principal's requirements
• Overall improvement in the Principal's productivity and efficiency

Pay: $64,966.28 – $95,000.00 per year

Work Location: In person