Real Estate Executive Assistant

Job Description

About our client: Our client offers a collaborative, welcoming, positive, fast-paced work environment and thrives on providing exceptional service for the people they represent. They are growing and are seeking a male or female with strong skills in administration, client care and project management to bring structure, support, accountability, and reliability to the day-to-day needs of the team.

The Role: This is a hands-on administrative and executive support role position. This role is best suited for someone who is looking to grow their career, is dedicated to coming into the office, looks for proactive ways to help the team stay ahead of the curve in a fast-paced environment, has patience to navigate the highs and lows of the market, and has strong communication skills.

This person is required to be extremely detail-oriented, calm under pressure, well-rounded with administrative tasks, financials and social media, is a team player and enjoys being the person who keeps everything running smoothly behind the scenes.

The successful candidate will oversee day-to-day business activities, ensure systems are followed, monitor financial performance, and support strategic growth initiatives - while also executing key administrative and external client-based tasks. The candidate must be equally comfortable reviewing expense reports, flipping a listing sign, and has flex time for tasks if needed.

This role requires confidence, sound judgment, loyalty, honesty and the ability to hold team members accountable to timelines, standards, and performance expectations.

This is not just a desk or admin role. It is an executive support position that combines strategy, admin, socials, and financial savvy.

Key Responsibilities:

Systems & Administration

• Manage CRM systems and ensure data accuracy

• Confirm all deal paperwork is uploaded and processed correctly

• Prepare and upload trades/commissions

• Track administrative and media hours and confirm invoices

• Maintain systems for lead tracking, client follow-up, and database management

Operations & Accountability

· Oversee daily team operations and workflow management

· Establish and enforce systems, processes, and performance standards

· Create weekly prospecting and activity tracking plans for agents

· Ensure deadlines and commitments are met across the team

· Identify operational inefficiencies and implement improvements

Financial Oversight & Budget Management

· Track and monitor team expenses

· Review and approve invoices prior to entry into accounting systems

· Maintain expense tracking spreadsheets

· Monitor marketing spends and evaluates return on investment

· Assist with budgeting and financial planning initiatives

Marketing & Business Support

· Provide direction and oversight to marketing and social media initiatives

· Ensure marketing efforts align with business objectives and budget

· Coordinate listing logistics (signage, lock boxes, key boxes, materials)

· Support onboarding of new agents and team growth initiatives

Requirements

Qualifications:

· Minimum of 3-5 years of experience in administration and office management, in the real estate industry.

· Knowledge with CRM's (salesforce, Top Producer etc), Canva, Project Management (Trello, Monday.com or Click-up), GSuite, Agent Locator, REALM, GEO Warehouse

· Evidence of Strong leadership and team-building skills.

· Excellent organizational and multitasking abilities.

· Exceptional communication and interpersonal skills.

· Ability to analyze data and make informed decisions.

· Valid driver’s license and ability to travel locally with your own reliable vehicle

Requirements
Qualifications: · Minimum of 3-5 years of experience in operations management, preferably in the real estate industry. · Strong leadership and team-building skills. · Excellent organizational and multitasking abilities. · Proficient in real estate software and CRM systems. Knowledge in FUB would be preferred but not mandatory. · Exceptional communication and interpersonal skills. · Ability to analyze data and make informed decisions. · Valid driver’s license and ability to travel locally with your own reliable vehicle