Personal Assistant

Description

The Personal Assistant provides high-level administrative, operational, and personal support to a busy real estate professional/executive. This role requires someone who is exceptionally organized, proactive, and experienced in supporting real estate operations. The ideal candidate has hands-on experience with real estate transactions, listings, client communication, and industry-specific tools while also handling personal support tasks with discretion and professionalism.

Key Responsibilities

Real Estate Support (Required)

Assist with preparing real estate documents such as contracts, addendums, disclosures, and listing agreements.

Support listing management: scheduling showings, managing lockboxes, coordinating photography, staging, inspections, and vendor appointments.

Maintain CRM systems, track leads, and follow up with clients as needed.

Prepare property marketing materials, MLS postings, and listing updates.

Coordinate open houses, broker tours, and client meetings.

Communicate with lenders, title companies, attorneys, inspectors, and clients.

Track transaction deadlines to ensure compliance and on-time closings.

Administrative Support

Manage complex calendars and schedule appointments, meetings, and travel.

Prepare and edit correspondence, reports, presentations, and spreadsheets.

Organize digital and physical files, ensuring easy retrieval and accuracy.

Monitor and respond to emails, calls, and messages on behalf of the executive.

Handle confidential and sensitive information with full discretion.

Personal Support

Assist with errands, reservations, household/vendor coordination, and personal appointments.

Support personal travel arrangements and special projects.

Handle ad hoc personal tasks as assigned to help streamline day-to-day operations.

Operational & Project Support

Conduct research, gather data, and prepare summaries or briefs.

Track action items and follow through independently.

Liaise with internal and external stakeholders on behalf of the executive.

Manage small projects from planning through execution.

Requirements

2–4+ years of Personal Assistant, Executive Assistant, or Administrative experience.

Real estate industry experience is required (residential or commercial).

Working knowledge of MLS platforms, real estate CRMs, and basic transaction processes.

Strong organizational, multitasking, and time-management skills.

Excellent written and verbal communication abilities.

High level of discretion, professionalism, and sound judgment.

Proficiency in Microsoft 365 (Outlook, Teams, Excel, Word).

Valid driver’s license and reliable transportation.

Preferred Skills

Experience supporting top-producing real estate agents or executives.

Familiarity with DocuSign, Dotloop, Skyslope, or similar platforms.

Strong problem-solving, initiative, and ability to anticipate needs.

Comfortable in a fast-paced, detail-heavy environment.