Real Estate Executive Assistant

Responsibilities

• Listing Coordination & Transaction Management
• Prepare and deliver pre-listing packages, coordinate photography, staging, signage, and MLS input from day one through closing
• Place and manage directional signage: set out, maintain, and retrieve directional signs and riders for open houses and showings; track inventory and condition
• Prepare listing marketing: design and produce property flyers, just-listed cards, email campaigns, and digital ads for each new listing using Canva and the team's brand templates
• Cover open houses and showings: schedule, set up, and support open house events; prepare materials, manage sign-in, and follow up with attendees
• Track active listings and transactions: maintain shared listing and transaction trackers; keep all deadlines, status updates, and documents current
• Coordinate transaction tracking: monitor all active purchase and sale transactions from contract to close, ensuring all contingency deadlines, inspection periods, and closing milestones are met; communicate proactively with clients, agents, title, and lenders to keep every deal on track
• Executive & Administrative Support
• Schedule appointments, listing presentations, client meetings, and events; anticipate conflicts and keep the day running smoothly
• Maintain the operations manual: document systems, checklists, and standards so the business runs consistently
• Organize and maintain electronic and physical filing systems
• Serve as the primary point of contact — respond promptly and professionally to clients, agents, and vendors on behalf of the team
• Care for client touchpoints: coordinate thank-you notes, closing gifts, milestone recognition, and review requests; maintain the CRM with current contact records
• Support client events: assist with planning, logistics, set-up, and day-of coordination for appreciation events, pop-bys, and seasonal gatherings (some weekend availability required)
• Support the team with various projects and initiatives as needed
• Social Media & Content Creation
• Manage and grow the team’s social media presence across Instagram, Facebook, and other relevant platforms; create and schedule engaging content including new listings, market updates, community spotlights, and behind-the-scenes posts
• Shoot, edit, and publish short-form video content (Reels, TikToks, YouTube Shorts) for property highlights, neighborhood tours, and team branding using tools such as CapCut, Adobe Premiere, or similar
• Maintain a consistent posting calendar and monitor engagement metrics; respond to comments and DMs in a timely, on-brand manner
• Collaborate with the agent to develop content ideas that build audience, generate leads, and reinforce the team’s market expertise

Requirements

• Active real estate license preferred — or a genuine willingness to obtain one
• Prior experience in real estate administration, listing coordination, or as an executive assistant strongly preferred
• Exceptional organizational skills — able to juggle multiple active listings and deadlines without dropping the ball
• Proficient in Google Workspace, Canva, and CRM platforms; comfortable with MLS systems
• AI-proficient and tech-savvy: comfortable leveraging AI tools (ChatGPT, Claude, or similar) to draft communications, streamline workflows, research, and improve productivity; quick to learn and adopt new software
• Strong written and verbal communication skills with a professional, warm client-facing presence
• Proactive, resourceful, and able to anticipate needs before being asked
• Available for occasional weekends for open houses, directional placement, and client events