Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to support our real estate team. The ideal candidate will excel in administrative support, client communication, CRM management, and marketing tasks. Familiarity with relevant software tools and a willingness to learn new systems is essential. This position involves managing the agent’s schedule, preparing documents, handling client communications, generating leads, and executing a comprehensive 33 Touch marketing strategy.

Responsibilities:

1. Admin Support:

• Scheduling and Calendar Management: Manage the real estate agent’s appointments, including showings, meetings, and client calls, ensuring optimal use of the agent’s time and minimizing conflicts.
• Email Management: Handle the agent’s email inbox, sort and prioritize messages, respond to routine inquiries, and flag important communications for the agent’s attention.
• Document Preparation: Prepare, format, and proofread documents such as contracts, agreements, and property listings, ensuring accuracy and compliance with legal standards.
• Client Communication: Handle routine communications with clients, provide updates on listings, schedule viewings, and answer basic queries.
• Appointment Reminders: Send reminders to clients and the agent about upcoming appointments and important dates to reduce no-shows and ensure smooth operations.

2. CRM Management:

• Lead Generation and Follow-Up: Manage the CRM system by entering new leads, updating contact information, and tracking follow-up activities. Ensure timely follow-up with potential buyers and sellers to nurture relationships.
• 33 Touch System Execution: Oversee and execute a 33 Touch marketing strategy, including:
• Monthly email newsletters with market updates and valuable content.
• Personalized cards and letters for special occasions.
• Quarterly phone calls to check in with clients.
• Quarterly market updates through emails and/or mailed reports.
• Event invitations and planning.
• Social media engagement and content posting.
• Direct mail pieces with market updates and new listings.

3. Marketing and Social Media Management:

• Social Media Management: Create, schedule, and post content on various social media platforms (e.g., Facebook, Instagram, LinkedIn) to promote listings, engage with followers, and enhance the agent’s online presence.
• Email Marketing: Design and send email newsletters, promotional materials, and follow-up emails to potential clients and leads.
• Content Creation: Develop marketing materials such as flyers, brochures, and property descriptions for online and offline marketing efforts.

4. Market and Property Research:

• Market Research: Conduct research on market trends, comparable property prices, and neighborhood statistics to provide valuable insights for the agent’s listings and client consultations.
• Property Research: Gather detailed information about properties, including ownership history, property tax records, and zoning details, to assist the agent in preparing for showings and client meetings.
• Database Management: Maintain and organize databases of clients, listings, and other relevant information, ensuring data is up-to-date and easily accessible.

5. Listing and Event Coordination:

• MLS Listings: Create and manage listings on Multiple Listing Service (MLS) platforms, ensuring property details are accurate and compelling, with high-quality photos and descriptions.
• Virtual Tours and Photography Coordination: Arrange for professional photography and virtual tours of properties, coordinating with photographers and ensuring visual content is uploaded effectively.
• Open House Coordination: Plan and organize open houses, including marketing the event, preparing necessary materials, and following up with attendees afterward.

Requirements

• 1-2 years of experience in an administrative or executive assistant role, preferably in real estate.
• Proficiency in QuickBooks Online, Gmail, Google Calendar, and Google Drive.
• Familiarity with FollowUpBoss or willingness to learn.
• Experience with social media platforms (Instagram, Facebook, LinkedIn) and content creation tools (Canva).
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to learn and navigate technical support gaps in software.
• Familiarity with construction concepts is beneficial but not mandatory.

Benefits

• HMO
• Group Life Insurance Benefit
• Virtual Credit Card
• Paid Leaves
• Government Benefits
• Other exciting benefits to be discussed

Supplemental pay types:

• 13th month salary
• Overtime pay
• Night Differential