High-Level Real Estate Executive Assistant

Job Description

Ask yourself:

On a scale of 1 to 10, is your work ethic a 10+?

Do you have true GRIT, tenacity, and live in the realm of anything is possible?

Do you solve problems creatively and yet with regard to high quality and details?

Do you relate to people well and think on your feet?

Do you agree with the following statement- "If it is to be, it's up to me" - if you don't agree with this quote, we are not a match.

We’re Looking for a Sharp, Organized, Make-It-Happen Leader.

We’re a fast-moving real estate business in need of someone who thrives in an entrepreneurial environment.

The Executive Assistant is a key Protector for the growing expansion of the business. This manager is the master of systems, consistently seeking new, innovative, and efficient business processes that save time and money. As a key leader in the Expansion Hub, the Executive Assistant increases the ability of the Hub to process transactions, freeing the Sales Team to focus more on generating transactions than closing them.

This person will also oversee the Transaction Coordinator (TC), ensuring smooth operations and the highest level of customer care. Weekly care calls will be an essential part of the role, maintaining strong relationships with clients and agents alike.

The Executive Assistant will actively recruit and support growth by helping to recruit and expand the team, while also owning the business and taking responsibility for its success. This role is integral to ensuring that the business runs smoothly and continues to grow. As a trustworthy, communicative, and capable leader, the Executive Assistant will drive the team forward, demonstrating a strong sense of tenacity and commitment to getting things completed.

The Executive Assistant will be expected to maintain a high level of accountability across all departments, particularly in ensuring that systems are efficient and that team members understand and meet their KPIs. This person will possess a deep desire to own the business and proactively contribute to its growth.Compensation:

$60,000 - $70,000Responsibilities:

Systems & Operations Support

Builds, manages, and refines systems for executive calendar management, internal communication, meeting prep/follow-up, and task tracking.

Assists in the creation and upkeep of internal documentation, including administrative systems, onboarding materials, and office procedures via written guides and video.

Maintains central information management systems, including client databases (CRM), digital filing, and task/project tracking tools.

Supports the execution of internal initiatives, company policies, and leadership directives across departments.

Administrative & Financial Coordination

Supports financial processes by helping track expenses, prepare reimbursements, monitor vendor invoices, and assist with payroll reporting as needed.

Maintains organized records of contracts, commission sheets, transaction files, and important compliance documents.

Coordinates with vendors and service providers for office equipment, supplies, software tools, and maintenance.

Client & Transaction Support

Supports client care systems by scheduling weekly check-ins, preparing client touchpoints, and ensuring consistent, high-quality communication.

Assists the Transaction Coordinator and Listing Manager with administrative tasks during active listings and contracts, ensuring timelines are met and documentation is complete.

Helps execute closing gift programs, client reviews, and follow-up campaigns.

Marketing & Branding Assistance

Coordinates marketing efforts, including gathering listing assets, scheduling photos/video, managing signage, and proofing materials.

Assists with planning and execution of events, client appreciation efforts, and team branding initiatives.

Helps track lead generation efforts and supports follow-up systems, ensuring consistent outreach and campaign performance tracking.

Team Onboarding & Culture

Supports onboarding of new agents and administrative hires by organizing and tracking their 30-60-90 day plans and orientation schedules.

Assists with the creation and distribution of manuals, SOPs, and first-100-day materials to reinforce company standards.

Organizes team meetings, training sessions, and culture-building events to maintain morale and alignment.

Project Management & Accountability

Takes ownership of recurring projects and executive-level priorities, creating timelines, managing to-dos, and ensuring nothing falls through the cracks.

Tracks progress on team action plans and marketing calendars, providing reminders and support to ensure execution.

Works alongside the Director of Operations to ensure team members are following systems and holding to timelines.

Leadership & Trust

Functions as the right hand to the executive team—demonstrating integrity, confidentiality, and proactive thinking at all times.

Takes initiative to solve problems and remove roadblocks for leadership.

Embodies the company’s mission and values, maintaining a high standard of excellence in all communication, organization, and execution.Qualifications:

Bachelor’s degree preferred.

Real estate license preferred, not required.

1–3 years of service and management experience.

3–5 years of administrative experience, preferably in real estate.About Company

Founded by Rachel in 2016, our real estate team was built on a passion for service, strong communication, and expert negotiation. Since earning her license in 2015, Rachel has grown a successful business with consistent year-over-year growth. With a special love for historic homes and vintage charm, she brings a thoughtful, detail-oriented approach to every client experience.

Rachel is a recognized leader in the industry, known for her mentorship, market insight, and community involvement. She’s received numerous awards and is frequently invited to speak on real estate topics across the region. Our team is dedicated to delivering trusted guidance, personalized service, and results that move you.

Full-time