Personal​/Real Estate Assistant

PAY RANGE: $45,000 - $55,000 Starting Salary DOE About Us

At Amherst Madison, we’re more than a real estate brokerage — we’re a community of professionals redefining what it means to serve clients with excellence, integrity, and distinction. We specialize in luxury real estate, development, and creating exceptional experiences for the clients and communities we serve.

We are seeking a Personal & Real Estate Assistant to work directly with our Team Leader and Brokerage Owner. This individual will serve as a trusted right hand, helping manage the moving pieces of an active real estate business, executive schedule, client relationships, transactions, events, and day-to-day personal and professional responsibilities.

This is a unique opportunity for a proactive, highly organized professional who thrives in a fast-moving, entrepreneurial environment.

The Person al & Real Estate Assistant will help create leverage for the Team Leader/Owner by anticipating needs, organizing priorities, preparing for meetings, managing communication, maintaining the CRM, supporting real estate transactions, coordinating client and company events, and ensuring important details do not fall through the cracks.

The ideal candidate is someone who enjoys being at the center of activity and takes pride in making other people more effective. You should be comfortable moving between executive support, client service, real estate operations, personal assistance, and problem-solving throughout the course of a day.

Success in this role requires discretion, initiative, exceptional follow-through, and the ability to think several steps ahead.

• Manage the Team Leader/Owner’s daily calendar, appointments, meetings, travel, and scheduling.
• Serve as the gatekeeper of the Owner’s time and help prioritize competing requests and commitments.
• Prepare the Owner for meetings by organizing agendas, notes, documents, client information, property information, and other necessary materials in advance.
• Attend meetings when requested, capture notes and action items, and ensure follow-up items are completed.
• Manage reminders, deadlines, commitments, and outstanding tasks.
• Assist with travel planning, reservations, itineraries, and logistics.
• Coordinate personal appointments, reservations, errands, vendors, and other personal administrative needs as requested.
• Help organize and coordinate special projects across the Owner’s business and personal activities.
• Maintain strict confidentiality when handling sensitive business, financial, employee, client, and personal information.
• Anticipate needs and proactively solve problems before they become issues.

• Prepare for buyer consultations, seller meetings, listing appointments, development meetings, investor meetings, and other client-facing appointments.
• Assemble property information, market data, reports, presentations, contracts, notes, and supporting documents prior to meetings.
• Confirm appointments and communicate necessary details with clients and other participants.
• Coordinate meeting locations, conference rooms, technology, food, materials, and other logistics when needed.
• Maintain accurate notes regarding client preferences, conversations, commitments, and next steps.
• Ensure follow‑up communication and action items are completed promptly after meetings.
• Help create a high‑touch, organized client experience before, during, and after every interaction.
• Assist with coordination of active buyer, seller, investment, and development transactions from initial engagement through closing.
• Maintain transaction timelines and track critical dates, contingencies, inspections, appraisals, closings, and other milestones.
• Coordinate communication between clients, cooperating agents, title companies, lenders, inspectors, contractors, attorneys, and other transaction partners.
• Ensure documents, disclosures, reports, and other transaction materials are organized and available when needed.
• Coordinate inspections, walkthroughs, photography, access, vendor appointments, and property-related logistics.
• Track outstanding transaction items and proactively…