Job Description

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We seek a highly organized and proactive Executive Assistant to support a top-producing real estate agent within our luxury brokerage. This role ensures smooth day-to-day operations, allowing the agent to focus on client relations and high-level strategy. The Executive Assistant will manage administrative tasks, handle client communications, oversee transaction processes, coordinate client-facing activities (including taking buyers out and showing listings), and contribute to the overall efficiency of the agents business.

Key Responsibilities:

Administrative Support:

• Manage Agents daily schedule, including calls, emails, and appointments.
• Prioritize tasks and ensure timely follow-ups.
• Maintain and organize the agents calendar, scheduling meetings, showings, and travel arrangements.
• Handle vendor invoices and order office materials as needed

Client and Database Management:

• Maintain an accurate, up-to-date client database in FollowupBoss.
• Implement systems for client follow-ups and engagement
• Initiate communication with potential clients and manage client relationships.
• Act as a liaison between the agent, clients, title companies, and other relevant parties to facilitate smooth transactions.
• Coordinate showings, client meetings, and property tours.

Transaction & Listing Management:

• Prepare listing and buyer presentations, organize showing schedules, and create listing/buyer paperwork.
• Oversee listings, ensuring all documents are filed correctly and stored in the appropriate systems.
• Supervise and manage timelines, deadlines, and compliance for all listings and escrows.
• Review offers and forward them to sellers after consultation with the Agent.

Marketing & MLS Oversight:

• Manage the production of marketing materials for all listings, ensuring high-quality standards.
• Draft and schedule social media posts, company event invitations, and production of prospecting letters.
• Enter and update property details in the MLS system.
• Assist with comparative market analyses (CMAs) as needed.

Field Support:

• Assist the agent with buyers in the field, ensuring seamless support during client interactions.
• Provide back-up assistance to Designated Listing Managers (DLM) when necessary, including handling showings, sitting inspections, or coordinating photography shoots.
• Plan and execute company and client events (holiday gift campaigns, client appreciation gatherings, office celebrations)
• Support occasional open houses and agent-only tours
• Build and implement systems to streamline workflows and reduce inefficiencies for Agent and the IS Luxury team.
• Represent IS Luxury and Agents brand in all professional interactions, adhering to company policies and standards.
• Collaborate with the admin team and other IS Luxury team members to ensure smooth operations.

Qualifications:

• 2+ years of experience as an Executive Assistant, preferably in real estate or a related field.
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication skills.
• Experience with CRM systems (FollowupBoss preferred) and transaction management.
• Ability to manage high-pressure situations with tact and professionalism.
• Ability to handle multiple tasks and prioritize effectively.
• Knowledge of real estate processes, MLS, and marketing practices is a plus.
• Proficiency in Microsoft Office and other relevant software.
• Positive attitude, problem-solving mindset, and a strong work ethic.
• A flexible schedule is a must as some evenings and weekends are required.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

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