Executive Assistant – Luxury Real Estate
The Goihman Group | Douglas Elliman Real Estate
Miami / Aventura, Florida
Full-Time | In-Person | Hybrid - One day a week
The Goihman Group, a leading luxury real estate team specializing in South Florida for over over 25 years, consistently in the top 3% of Douglas Elliman. We are seeking a highly organized, polished and proactive Executive Assistant to support the principals of the team and oversee day-to-day operations.
This is a hands-on position for someone who thrives in a fast-paced environment, is extremely organized, takes initiative and enjoys making sure nothing falls through the cracks, and is looking for growth in their career.
We are looking for ability, professionalism, common sense, attention to detail and a strong work ethic.
Key Responsibilities
Executive & Daily Operations
- Manage calendars, appointments, meetings and daily priorities
- Keep principals organized and ahead of deadlines
- Maintain task lists and ensure follow-ups are completed
- Coordinate vendors, team members and outside professionals
- Create and maintain efficient office systems and procedures
- Anticipate needs and proactively solve problems
- Assist with organization of personal and business expenses, invoices, receipts and documentation for accounting/bookkeeping, personal appointments and day to day requests for the principals
Client Service & Follow-Up
- Provide high-level, white-glove service to buyers, sellers and other clients
- Coordinate client appointments, property showings and private tours
- Prepare showing schedules and property information
- Follow up with clients, agents and vendors
- Coordinate client gifts, events and special touches
- Ensure communication is timely and professional
Listings & Real Estate Operations
- Assist with new listing preparation and launch
- Coordinate photography, staging, vendors and property access
- Maintain and oversee listing information
- Prepare comparable property reports and showing materials
- Track listing activity, showing feedback and seller updates
Transaction Oversight
A dedicated Transaction Coordinator will handle the detailed processing of transactions. This position will oversee the process to ensure:
- Contracts and documents are moving forward properly
- Important dates and deadlines are met
- Clients receive appropriate updates
- The Transaction Coordinator has everything needed
- Nothing falls through the cracks from contract through closing
CRM & Business Development
- Maintain and organize the team's CRM/database
- Enter and update client information
- Track leads and follow-up opportunities
- Ensure new inquiries receive timely responses
- Help maintain relationships with past clients and referral sources
Administrative & Financial Organization
- Organize invoices, commissions, expenses and documentation
- Maintain organized digital and physical files
- Assist with commission tracking and administrative paperwork
- Coordinate with accountants and other professionals as needed
Who We're Looking For
The right person is:
- Extremely organized and detail-oriented
- Proactive rather than waiting to be told what to do
- Professional and polished with clients
- Comfortable working directly with high-net-worth clientele
- Excellent at following through
- Able to prioritize multiple projects at once
- Comfortable with technology and learning new systems
- Strong written and verbal communicator
- Discreet and trustworthy
- Calm under pressure
- Resourceful and solution-oriented
Luxury real estate experience is a plus, but not required.
A college degree preferred.
Strong organizational ability, professionalism and relevant experience are more important.
What Success Looks Like
The person in this role becomes the operational right hand of the team. Calendars are organized, clients receive prompt responses, showings run smoothly, listings are properly managed, transaction deadlines are monitored, the CRM stays current and the principals can focus primarily on clients, relationships, listings and sales.
Pay: $42,000.00 - $45,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
