Executive Assistant to Real Estate Team

Executive Assistant

We're looking for someone who loves keeping things organized, making sure the details are handled and helping a busy Team Leader stay focused on the things that matter most.

As the Executive Assistant to the Team Leader, you'll work closely with to manage priorities, communication, scheduling, projects and the day-to-day administrative needs of a growing real estate business.

This role is for someone who naturally follows up, pays attention to the details and doesn't need to be reminded about the things already on their plate. You'll also support the team with listings, marketing, client needs and general administrative responsibilities.

No two days will look exactly the same. We're looking for someone who is comfortable jumping between an executive calendar, a client question, a listing launch, a Canva request and a project that needs to get across the finish line.

In This Role, You Will

• Manage the Team Leader's calendar, inbox, appointments and daily priorities.
• Help organize and maintain the Team Leader's task list and follow up on outstanding items.
• Assist with personal tasks and scheduling for the Team Leader as needed.
• Draft and follow up on emails and other communication on behalf of the Team Leader.
• Coordinate meetings, appointments, travel and team events as needed.
• Track projects, deadlines and follow-up items to make sure nothing falls through the cracks.
• Help prepare the Team Leader for meetings and follow up on action items afterward.
• Coordinate listing launches, photography, marketing materials and other listing needs.
• Create and update Canva flyers, listing marketing and other team materials.
• Coordinate with agents, Transaction Coordinators, title companies, lenders, photographers and vendors.
• Assist clients with administrative needs that arise throughout the buying or selling process.
• Prepare buyer and seller folders and maintain listing binders.
• Coordinate sign, rider and lockbox installation and removal.
• Maintain organized files, documents and resources within Google Drive.
• Assist with agent onboarding including business cards, name tags, branded materials and welcome items.
• Maintain team templates, resources, systems and SOPs.
• Assist with office supplies, closing gifts, inventory and vendor coordination.
• Gather and organize bookkeeping documentation, closing information and bank statements for monthly review.
• Assist with additional administrative and operational projects as assigned.

We're Looking for Someone Who

• Is naturally organized and pays attention to the small details.
• Takes initiative and follows through without needing constant reminders.
• Can manage multiple priorities without becoming overwhelmed.
• Knows how to determine what needs the Team Leader's attention and what they can handle independently.
• Communicates professionally and confidently with clients, agents, vendors and team members.
• Is comfortable following up when someone owes them information or hasn't completed something.
• Can handle confidential business and personal information with discretion.
• Enjoys supporting someone else and making their day run more efficiently.
• Is comfortable receiving feedback and adjusting quickly.
• Learns new technology and systems quickly.
• Can shift priorities when the day doesn't go according to plan.
• Is willing to jump in where needed and understands that some responsibilities may fall outside a traditional Executive Assistant job description.

Preferred Experience

• 3+ years of executive assistant, administrative, office management or similar experience.
• Real estate experience is helpful but not required.
• Experience supporting an executive, business owner or senior leader is strongly preferred.
• Experience with Google Workspace, Canva, CRM systems and Microsoft Office is preferred.
• Strong written and verbal communication skills.
• Valid driver's license, insurance and reliable transportation required.

Licensed Real Estate Professionals

Already have an active real estate license? No problem. Licensed applicants are welcome to apply. To avoid conflicts of interest, personal real estate business generated while in this position will be referred to the team to be managed, with the team's standard referral fee paid to you.

What This Role Is Really About

The right person will become a trusted extension of the Team Leader.

Success in this position means she doesn't have to wonder whether something was handled, remind you about a deadline or chase down an update. You understand her priorities, communicate proactively and help create more space for her to focus on clients, leadership and growing the business.

If you're someone who gets satisfaction from bringing order to a busy environment, anticipating what needs to happen next and being the person others can depend on, we'd love to hear from you.

Pay: From $50,000.00 per year

Benefits:

• Flexible schedule
• Referral program

Application Question(s):

• What interests you about an Executive Assistant role, and what do you enjoy most about supporting a leader and their business?
• What are you looking for in your next long-term position, and what would make an Executive Assistant role one you would want to stay and grow in?
• Your Team Leader gives you five things to handle throughout the day. At 4:00 PM, two are complete, two are in progress, and one is waiting on someone else. What communication would you give the Team Leader before the end of the day?

Experience:

• Office management: 3 years (Required)

License/Certification:

• Drivers License (Required)
• Real Estate License (Preferred)

Work Location: In person