Executive Assistant

Overview

We’re looking for an in-person administrative and marketing coordinator to help streamline operations, execute marketing initiatives, support buyer and seller processes, and keep the day-to-day running smoothly so the agent can focus on client acquisition and revenue generation.

Are you an exceptional planner and organizer? We are hiring an Executive Assistant to support our Team Lead and help the business run smoothly. This role serves as the backbone of our operation by managing critical administrative functions, executing marketing initiatives, coordinating documentation and CRM updates, and ensuring a seamless client experience from first contact through closing.

You will also be involved in a steady stream of new projects that incorporate cutting-edge technology and evolving systems. The work is dynamic, often unexpected in a good way, and designed for someone who enjoys learning, adapting, and helping implement smarter, more efficient ways of doing things.

This position combines real estate administrative support with hands-on marketing execution and is ideal for someone who is highly organized, detail-oriented, proactive, and takes pride in helping a fast-moving business operate at a high level. This role is ideal for someone eager to expand their responsibilities and grow with the company over time.

• Manage and maintain accurate paperwork for buyer and seller transactions
• Upload and organize documents in CRM and internal systems
• Schedule appointments, open houses, consultations, and follow-ups
• Prepare and distribute transaction documents (Docu Sign, folders, disclosures)
• Communicate with attorneys, agents, lenders, and inspectors for status checks and scheduling
• Update CRM records with tasks, tags, and follow-ups

• Coordinate marketing initiatives for new listings
• Work with virtual assistants and vendors to create postcards, flyers, social media graphics, email campaigns, and more
• Build mailing lists using tools like Prop Stream and execute mail through Xpress Docs
• Ensure marketing materials are presented for approval and published on time

• Set up home searches using Compass Collections
• Schedule showings by contacting listing agents and organizing appointments
• Add tours to CRM and notify the agent
• Handle buyer tour logistics and reschedules

• Schedule open houses and manage attendee data
• Add open house leads to CRM with accurate tagging and notes
• Support post-open-house follow-ups where appropriate

• Print, scan, prepare, and organize materials for mailings and presentations
• Support daily office operations tied to marketing and client coordination

• Real estate experience or familiarity with MLS and CRM systems
• Experience with marketing tools (social, mailers, content)
• Comfortable working independently and in person
• Impeccable time management skills, organizational skills, interpersonal skills, and communication skills
• Accustomed to working on strict deadlines and handling confidential information

$24 - $29 hourly

We are a high-performing real estate team focused on exceptional client service, efficient operations, and consistent growth.