Executive Assistant & Office Administrator
Realty Associates | Jason Lewis
Role Overview
This role keeps Jason's day running on time and his priorities clear, while also serving as the first point of contact and administrative backbone for the office. It's a hybrid position: part dedicated executive support for Jason, part day-to-day office and transaction support for the whole team. This person owns Jason's calendar, communication, and admin load; greets clients and answers phones; and keeps listing and transaction paperwork moving — all in close coordination with the Ops team (Hallie, Raquel, and Karli), so nothing falls between the cracks.
Key Responsibilities
Executive Support
- Manages Jason's calendar, appointments, and travel arrangements.
- Handles calls, emails, and correspondence on Jason's behalf, including client and vendor communication.
- Plans and coordinates meetings, team events, client appreciation events, and business dinners.
- Tracks expense reports and acts as the information hub for Jason's office.
- Takes notes on key calls and meetings and follows up on action items until they're closed.
- Flags what needs Jason's attention first and makes a recommendation, not just a list.
- Meets one-on-one with Jason on a regular cadence to stay aligned on priorities.
Client & Front-Office Support
- Answers phones and emails and greets guests with a warm welcome.
- Manages an active book of business (outbound calls, emails, texts) alongside Jason's leads.
- Verifies and discloses property facts to clients.
- Provides quick turnaround on responses and manages time-sensitive data.
Transaction & Listing Support
- Supports listing and transaction paperwork logistics as needed.
- Supervises administrative duties for home Buyer and Seller transactions from contract to close.
- Assists team members in processing paperwork for the listing and selling of residential or commercial real estate.
- Updates databases and records with new information as it becomes available.
- Pulls reports from FUB and other systems and prepares summaries Jason can act on quickly.
Office & Team Operations
- Coordinates with Hallie, Raquel, and Karli on lead handoff, database follow-up, and day-to-day ops so Jason isn't the bottleneck.
- Enters and distributes daily and weekly report data; updates reports and drafts meeting agendas.
- Orders office supplies and marketing materials; manages incoming mail.
- Prints contracts, flyers, and marketing materials.
- Keeps the office and kitchen presentable, clean, and stocked.
- Books travel for Jason and, when needed, other team members.
- Takes on additional projects assigned by the management team.
Additional Responsibilities
- Joins team building activities and annual business planning.
- Attends client appreciation events; keeps learning through Reside training (RISE, Amplify, Ops Engine).
- Participates in brokerage events and trainings as needed.
Qualifications
- Prior experience as an executive assistant, transaction coordinator, or similar admin/customer-service role — real estate experience is a plus, not a requirement.
- Strong organizational and time-management skills; able to multitask and manage multiple deadlines at once.
- Clear, direct communicator, written and verbal, with a great customer-service approach.
- Comfortable in FUB or willing to learn it fast; strong computer skills, including Microsoft Office Suite and Google Sheets/Excel.
- Tech-savvy and comfortable with social media.
- Able to thrive and work independently in a fast-paced environment where priorities shift quickly.
- Uses logic and problem-solving skills to resolve issues; organized and able to work around distractions.
- Trustworthy with confidential and financial information.
- Positive, driven, a quick learner, a good sense of humor, and enjoys working as part of a team.
Compensation & Growth
This is a full-time position with opportunity for bonus pay and significant room to grow within the company.
This role reports directly to Jason Lewis and works in close coordination with the Ops team (Hallie, Raquel, and Karli).
Pay: $40,000.00 - $50,000.00 per year
Benefits:
- Professional development assistance
Work Location: In person
