Job Description

Overview Executive Assistant to Real Estate and High-Level Leader. Are you an excellent planner and organizer? We’re hiring an executive assistant to provide administrative support to the team lead and help us achieve our organizational goals. Your role is key to ensuring plans are made, schedules are set, meetings happen on time, and files are neatly organized and up-to-date. Ideal candidates are proactive, love diving into projects, working with others, and are interested in playing a big role in the vision of our organization. Responsibilities Be the main point of contact for high-level executive Perform additional assigned duties from executives such as picking up orders, handling personal mail, etc. Help prepare meetings and take detailed minutes Screen incoming information from messages, phone calls, voicemails, memos, and emails, compile information, and report to an executive Manage schedules including itineraries, travel arrangements, and team meetings Greeting clients, answering the telephone, and making follow-up calls Preparing correspondence, scheduling meetings, and making travel arrangements Preparing real estate forms and documents Coordinating showings, assisting at open houses, and obtaining buyer consults Maintaining electronic and paper filing systems Preparing showing packets and showing schedules Managing a client database and preparing reports Scheduling of closings and walkthroughs for the TL, working with the TC to schedule Performing other duties as assigned when TL is not available Oversee all aspects of buyer transactions from initial contact to the executed purchase agreement Prepare all listing materials: pre-listing presentation, Listing Agreement, sellers’ disclosures, comparative market analysis, pull online property profile, research old MLS listings, etc. Scheduling review time prior to the TL Consult and coordinate with sellers on all property photos, staging, repairs, cleaning, signage, lockbox, access requirements, and marketing activities Coordinate showings and obtain feedback Provide proactive weekly feedback to TL regarding all showings and marketing activities Submit all necessary documentation to the office broker for file compliance Input all necessary information into the client database and transaction management systems Example Day of PA: 8:30 - Review of the day (making sure TL schedule isn’t overlapping and all route packets are prepared); 9:00 - Recap of a day with Lead/urgencies (in person or phone); Any new showing requests from overnight, confirm with TL and schedule; Any missing showing confirmations call agents; Transaction Management ensures buyer/seller transactions are on track; 10:00 - 12:00 - Database with TL (Mondays plan out a week of what will be called with TL); 12:00 - 4:00 - Appointments with inspectors, walkthroughs, organizing routes, projects; 4:00 - 5:00 - Prepare for the next day; Ongoing throughout the day - New appointment preparation, working with the listing team if needed for homes for a buyer-specific neighborhood; Working with Virtual Assistant Marketing to push projects Qualifications Accustomed to working on strict deadlines and handling confidential information High school diploma or G.E.D. required Impeccable time management, organizational, interpersonal, and communication skills Experience using Microsoft Office 2 or more years as an assistant, executive assistant, or in a position performing supportive duties Degree educated preferred Previous experience in the real estate industry is beneficial Good communication skills, both verbal and written Able to work independently and as part of a team Strong numeracy and organizational skills Critical thinking and problem-solving skills Strong attention to detail Compensation $50,000+ yearly #J-18808-Ljbffr Sarasota Home Specialists

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