Executive Assistant
We are looking for a motivated, enthusiastic Executive Assistant to join our team! This exceptional candidate must be willing to go above and beyond in all situations and be expected to be the right-hand man/woman to the executives. This person will thrive in fast-paced environments and be comfortable with feedback and growth opportunities. The ideal candidate will relish the opportunity to take on greater responsibilities and will be eager to demonstrate their ability to push the owner closer to achieving their goals.
The ideal candidate will be responsible for handling the back-end operations, managing emails, and attending meetings and conferences with the Founder and CEO. Additionally, the candidate should have a proven track record of creating and implementing systems and procedures in an office atmosphere. This person will have a strong sense of urgency and must enjoy “to-do lists”. The ideal candidate will work well with minimal supervision, gradually taking on more responsibility and leadership within the team.
Compensation:
- Salary Range: $50,000 – $60,000
- Paid Time Off (PTO)
- Growth potential
Job Responsibilities:
This person’s primary responsibilities include, but are not limited to:
- Supporting the owner in all business and personal areas needing assistance.
- Act as a pivotal link between brokers, real estate agents, clients, attorneys, escrow companies, and mortgage brokers.
- Manage the CRM system, ensuring accurate and up-to-date information on clients, leads, and transactions.
- Utilize CRM data to generate reports and assist in client relationship management.
- Assistant in managing day-to-day office operations.
- Screening and directing phone calls; distributing correspondence.
- Handling requests and queries appropriately.
- Effectively manage the CEO’s calendar, scheduling appointments, meetings, and ensuring time is optimized.
- Producing reports, presentations and briefs.
- Follow up with clients on outstanding items and keep them informed about the progress of transactions.
- Implement streamlined procedures to enhance efficiency and effectiveness.
- Provide additional support in training new team members.
- Assist in planning and organizing industry events, workshops, or seminars that the CEO may attend or host. EA will be required to attend most events. Travel required including some weekends.
- Facilitate communication between team and clients to enhance the overall customer experience.
- Collaborate with the team to identify and implement process improvements.
- Contribute ideas to enhance the overall efficiency of our services.
- This person will LOVE checklists and “to-do” lists and will love paperwork.
- Organize business schedules, including events and meetings for the CEO and leadership team.
- Conduct research and make recommendations for meetings, events, and opportunities.
- Manage paperwork, supplies, IT, inventory, and mail for the CEO’s office.
- Handle online accounts, passwords, and domains.
- Act as a liaison with third parties, representing the CEO and the company.
- Keep records, send monthly financials, manage expenses and payments, oversee banking relationships, and maintain legal and HR records.
- Research and book travel, create trip itineraries, and handle logistics for the CEO.
- Manage HR tasks for assigned staff, onboarding, offboarding, personnel files, job postings, candidate screening, payroll, and compliance.
- Coordinate stakeholder meetings, training events, corporate events, and sponsored events.
- Assist with social media content, promotions, blogging, and PR pitches for the CEO and the company.
- Ensure customer satisfaction for in-person or online training events.
- Assist and lead special projects as assigned.
- Maintain an up-to-date Executive Office Information Database and an Executive Assistant Manual.
Qualifications:
- Exceptional ability to organize tasks and processes effectively.
- Meticulous approach, ensuring accuracy in all responsibilities.
- Understanding of real estate transactions preferred.
- Strong administrative skills with a keen eye for detail.
- Excellent oral and written communication skills.
- Comfortable with the latest office technologies and applications.
- Proactive thinker with effective problem-solving skills.
- Discretion in handling sensitive information.
- Commitment to delivering exceptional service to clients.
- Willingness to adapt to the dynamic nature of the real estate industry.
- Proactive and positive mindset with a determination to contribute to the success of our agents.
- Enjoys maintaining thorough checklists and to-do lists.
- Comfortable to conduct sales consultations when needed by phone and in person at events
About the team
We specializes in assisting real estate agents in the day to day tasks of managing listings and contracts in process. Our service will free clients up to focus on top income-producing activities.
Our team functions as a liaison between real estate agents, clients, attorney /escrow companies and mortgage brokers during the process of a real estate sale and effectively manages the administrative tasks involved in listing property and closing a sale.