Executive Assistant

Job description

Hire Art is helping our client, Louise Phillips Forbes, one of New York City's top real estate brokers, find a highly organized and experienced Executive Assistant to support her and her dynamic team. This role is essential to ensuring the seamless day-to-day operation of the business, managing communication, calendar coordination, transaction support, and high-level administrative functions.

We are looking for a candidate with 5+ years of experience in a similar role, ideally within the real estate industry, and a proven track record of thriving in fast-paced, high-volume environments. Familiarity with the tools and platforms used in modern real estate operations is a must.

The minimum base salary is $90,000, with the opportunity to earn up to $100,000 plus commission incentives (New York RE license required).

As an Executive Assistant, you will:

Manage, prioritize, and respond to incoming emails via Outlook. This includes handling inquiries, directing them to the appropriate personnel, or responding as Louise.

Provide administrative support, including transcription of dictations, texts, and handwritten notes; calendar management; and scheduling appointments.

Assist in the preparation and organization of meetings and client reports.

Prepare and edit documents as required, like a REBNY financial statement, board package, vendor quotes, etc.

Maintain and organize online files, documents, and records using One Drive, , , and Cloze.

Collaborate with various team members to facilitate cross-functional communication and deal flow.

Provide end-of-day updates with high-level information on deal status and any outstanding items for the day.

Handle confidential and sensitive information with discretion.

Occasionally travel to various Manhattan locations as needed.

Requirements

5+ years of experience as an executive assistant, administrative assistant, or similar role within real estate

Experience in a startup or fast-paced environment strongly preferred, or at least NYC real estate with a high volume. The team typically does 200M+ in sales and 80+ in transactions

Proficiency with technology and quickly getting up to speed with platforms used to run the business (Microsoft Office Suite, , , and Cloze)

Strong organizational and time management skills

Proven problem-solving skills and excellent verbal and written communication skills

Attention to detail and accuracy with the ability to multitask/prioritize tasks effectively

Proactive work attitude

New York real estate license

Benefits:

Pre-tax commuter benefits

Employer (Hire Art) Subsidized healthcare benefits

Flexible Spending Account for healthcare-related costs

Hire Art covers all costs for short and long-term disability and life insurance

401k package

Commitment: This is an ongoing contract position staffed via Hire Art. It will be available to candidates local to the New York, NY area.

Hire Art values diversity and is an Equal Opportunity Employer. We are interested in every qualified candidate who is eligible to work in the United States. Unfortunately, we are not able to sponsor visas or employ corp-to-corp.