Executive Assistant Job Holland area,Michigan USA,Administrative/Clerical

COMPANY OVERVIEW

Mill Pond Realty has been a trusted name in West Michigan real estate since 1991, expanding into vacation rental management in 1992—making us the original vacation rental management company in our area. Today, we proudly operate a full-service real estate brokerage alongside a nationally recognized short-term rental management company.

Whether guiding a home sale, managing a second home or investment property, or exceeding expectations during a guest’s stay, we are deeply rooted in hospitality, professionalism, and care. Our clients trust us with their homes, investments, and experiences—and we take that responsibility seriously. Our culture is guided by a simple but powerful philosophy:

We care deeply about details — because details protect our clients and our reputation

We take ownership — following processes through from start to finish

We support one another — no egos, just teamwork

We value long-term relationships — with clients, guests, property owners, and each other

We lead with hospitality — every interaction matters

This is a company where leadership is hands-on, integrity matters, and doing things the right way is non-negotiable.

POSITION SUMMARY

We are seeking a highly detail-oriented, proactive Executive Assistant to work directly with the President and Broker/Owner. This role is central to the success of both sides of our business—Real Estate sales and Vacation Rental Management.

This is not a role focused on making sweeping changes. Instead, we are looking for someone who loves completing steps, managing processes, and ensuring nothing falls through the cracks. You will help keep listings, transactions, and company operations moving forward smoothly and correctly. The ideal candidate understands hospitality, and is comfortable interacting with clients and owners, and takes pride in being the person who ensures everything is done—accurately, professionally, and on time.

KEY RESPONSIBILITIES

Executive & Company Support

Manage daily priorities, to-do lists, follow-ups, and deadlines for the President

Serve as a trusted second set of eyes, ensuring tasks and processes are completed fully

Maintain confidentiality and handle sensitive information with discretion

Act as a liaison between the President and internal teams

Real Estate Transaction & Listing Support

Oversee step-by-step execution of real estate listings from start to finish

Coordinate pending transactions as a transaction coordinator

Assist with listing preparation, documentation, timelines, and after-closing checklists

Support showings, listing presentations, and sales processes as needed

Administrative & Client Interaction

Communicate professionally with buyers, sellers, property owners, guests, attorneys, and vendors

Prepare correspondence, reports, and internal documents

Maintain organized digital and physical filing systems

Assist Realtors and staff with administrative needs

Operations & Special Projects

Support company-wide initiatives across real estate and vacation rental management

Assist with meetings, events, and internal coordination

Help keep daily operations organized and moving forward efficiently

QUALIFICATIONS

1 – 2+ years of administrative or executive support experience (required)

Real estate and/or vacation rental experience strongly preferred

Exceptionally organized with strong attention to detail

Comfortable following systems and completing processes step-by-step

Strong written and verbal communication skills

Professional, calm, and confident interacting with clients and owners

Ability to work independently, anticipate needs, and take ownership

Tech-savvy with Microsoft Office; CRM familiarity a plus

A hospitality mindset and genuine care for people and service

Preferred Skills

Social media or Canva experience helpful

Familiarity with real estate transaction workflows

WHY THIS ROLE MATTERS

This position is a key support role within a long-established, respected company. You will work closely with leadership, help oversee daily operations, and play a direct role in ensuring our clients, guests, and owners receive the high level of service Mill Pond Realty is known for. If you love details, structure, hospitality, and being the person who keeps everything running smoothly, we would love to hear from you.

Location: 747 Water St. Saugatuck, Michigan

Hours: 32–40 hours per week

Compensation: $20–$26/hour, based on experience

Benefits: Paid vacation, bonuses, retirement benefits

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