Position Summary: The Executive Assistant provides high-level administrative, marketing, and operational support to the Managing Partner, a top-producing broker leading a new real estate brokerage. This role is equal parts operations, marketing, and business development, requiring exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities simultaneously. In addition to the primary responsibilities of this position, this candidate must exemplify characteristics of the company’s core values, demonstrating a commitment to integrity, collaboration and innovation.
Essential Job Functions and Responsibilities:
Listing & Transaction Management
- Assist with administrative, marketing, and operational tasks for all listings, including input into the MLS.
- Compile, organize, and share listing documents
- File all offers, maintain offer spreadsheets, and ensure timely sharing with clients
- Contact reverse prospects in MLS
- Open House prep: confirm host, provide sign-in sheet.
- Assist with scheduling showings, inspections, and photos
- Maintain and organize floorplan, photography, and visual assets
- Research and request septic permits and related property documentation
- Track transaction deadlines and send daily/weekly reminders
- Maintain contracts by month with YTD tracking for goal monitoring
Marketing & Branding
- Customize listing presentations and property-specific marketing materials
- Coordinate print and digital advertising
- Proofread marketing copy, submit revisions, and review final drafts
- Design and procure brochures, flyers, and postcards
- Maintain marketing trackers, expense logs, and client-specific marketing totals
- Create and execute the annual marketing plan
- Manage client testimonials and share across sites
- Continuously monitor and enhance the MP’s online presence and brand visibility
Social Media & Content
- Develop and share content ideas, hashtags, and inspiration
- Write, edit, and schedule social media posts
- Review Luxury Presence blogs and coordinate feedback and publishing timelines
- Add testimonials, press, and media mentions across websites and platforms
Client Experience
- Facilitate client communication and coordination with affiliates and vendors
- Create and manage CMAs as needed
- Manage client touchpoints including: birthdays, house-iversaries and sale-iversaries,
closing gifts, flowers, thank-you cards, and follow-ups
- Maintain shared client folders and archives
- Set up and manage custom property searches and automated emails
Systems, Calendars & Organization
- Manage task prioritization (asap / soon / no rush; daily/weekly/quarterly/yearly)
- Maintain calendars for: new listings, live listings, and transactions
- Track recurring and one-off marketing deadlines
- Maintain password management (Keeper)
- Build and maintain vendor, affiliate, and resource databases
Database & Lead Management
- Add, update, and archive clients in active and long-term databases
- Maintain detailed client notes and flag follow-up needs
- Transfer and synchronize data between platforms (Mailchimp, Rezora, APT (ActivePipe),
Luxury Presence, etc.)
- Manage new website and Luxury Presence leads, ensuring proper distribution and
tagging
- Send welcome and follow-up emails to new leads and property visitors
Writing, Editing & Design
- Write property descriptions in multiple formats and lengths
- Draft newsletters, client letters, reminder media, and marketing copy
- Pitch listings for editorial coverage
- Design custom graphics using Photoshop and Canva
- Create custom postcards, ads, tear-outs, covers, and presentation pages
Business Development & Growth
- Help formulate and implement short- and long-term team goals
- Track ideas to improve efficiency, productivity, and growth
- Research and implement new tools and technologies
- Take notes during coaching sessions and implement strategies as directed
- Submit nominations for MP for awards and recognition opportunities
- Assist with planning and executing client events
- Create weekly office meeting agendas, assist in coming up with topics and speakers.
Required Skills and Experience:
- Active Real Estate License preferred
- 1+ Year of real estate industry experience preferred
- Proficiency in Google Workspace (Drive, Docs, Sheets), and Quickbooks a plus
- High technical literacy; ability to quickly master industry-specific tools including Matrix/MLS, Flex MLS, Paragon MLS, SkySlope, ReChat, Luxury Presence, CRM software, Transaction Desk, Photoshop and Canva.
- Exceptional organization and time management skill.
- Highly detail-oriented with strong follow-through
- Ability to prioritize, work independently and be self-directed when needed.
- Proven ability to work under pressure and meet deadlines in a fast-paced, results driven environment
- Strong written, verbal, and interpersonal communication skills and able to effectively communicate across all levels of the organization
- Ability to gain trust and maintain composure in high-pressure situations
- Adaptability to change.
- Exceptional initiative and follow through skills. Knows what needs to be done and operates with a sense of urgency, focus and discipline
- Ability to collaborate while maintaining ownership of projects
- A commitment to innovation and the desire to exceed expectations and requirements for the role
Salary commensurate with experience.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Paid time off
Work Location: In person
