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A real estate executive assistant acts as a personal administrative aide to a managing broker or high-level real estate agent, managing their calendar, handling client communications, organizing office operations, and ensuring smooth day-to-day functions, often including tasks like scheduling appointments, managing travel arrangements, preparing documents, and acting as the backup point of contact for clients and inquiries when team leader is unavailable. This role will have access to our VA, who is extremely proficient in the majority of our systems, including the CRM.
Key Responsibilities:
Calendar Management:
- Effectively manage the executive's schedule, including scheduling appointments, meetings, and client consultations, ensuring timely reminders and assisting with conflict resolution.
Client Communication:
- Assist team leader with responding to emails, and handle client inquiries, providing information and coordinating communication with the executive as needed.
Transaction Coordination:
- Assist with the administrative aspects of real estate transactions, including preparing necessary paperwork, tracking deadlines, and coordinating with other parties involved.
Office Management:
- Maintain office organization, manage supplies, and oversee administrative tasks such as filing documents, processing invoices, and updating databases.
Marketing Support:
- Assist with marketing materials, including property listings, social media updates, and client newsletters.
Financial Assistance:
- Assist with basic bookkeeping tasks like expense reports, commission tracking, and generating financial reports.
Team Support:
- Coordinate team meetings, manage schedules for other team members, and provide administrative support as needed.
Required Skills:
- Excellent communication and interpersonal skills to effectively interact with clients and colleagues
- Strong organizational and time management abilities to prioritize tasks and meet deadlines
- Proficient in Microsoft Office Suite and real estate management software
- Detail-oriented with a focus on accuracy
- Ability to multitask and handle a fast-paced environment
- Knowledge of real estate terminology and procedures
- **Valid Real Estate License**
We realize you may work for a different team and/or brokerage. We keep all inquiries 100% confidential.
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