We are looking for an Executive Assistant to perform a variety of administrative tasks and support our CEO. Executive Assistant’s responsibilities include managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.
Responsibilities
- Manage information flow in a timely and accurate manner
- Manage executives’ calendars and set up meetings
- Rack daily expenses and prepare weekly, monthly or quarterly reports
- Act as an office manager by keeping up with office supply inventory
- Format information for internal and external communication – memos, emails, presentations, reports
- Organize and maintain the office filing system
Skills
- Work experience as an Executive Assistant, Personal Assistant or similar role
- Outstanding organizational and time management skills
- Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
- Excellent verbal and written communications skills
- Discretion and confidentiality
- Set up "Tour Factory" for all listings
- Send note cards to clients
- Reminders and other important emails to clients
- Is a pro with various tools/apps that make a realtors life easier
- Help edit script and hire talent for Krista's branding videos
- Help create team logo and company swag
- CRM Management: cleaning / maintenance
- Client follow up for various items
- Schedule Inspections and coordinate entry for inspectors
- Coordinate entry for subcontractors to repair a home
- Answer phone calls - handle what you can / record questions / needs
- Get list pulls from title companies for marketing needs
- Get Subdivision CC&Rs
- Research Tax Assessor's site to find specs
- Coordinate creation of marketing pieces for mailings and emails
- Create listing brochures / flyers using templates
- Manage and post incoming photos for listings
- Develop social media strategy with rhythm and cadence
- Weekly social pushes per plan
- Protect CEO time to make calls for business development
- Create short videos for listings, the team, market conditions, etc
- Manage creation of luxury and non-luxury listing packets
- Manage creation of buyer showings / touring packets
- "Keeping Current Matters" emails to database as a touchpoint
- Manage VIP customer care (e.g. coolers of snacks/water for summer tours and other VIP touches)
- Open doors as needed for clients and vendors
- Manage through inspection repair lists and deadlines going to close
- Transaction Coordination tasks
- Listing searches for clients
- Bookkeeping tasks and records management
- Makes sure team members are on top of required education by deadlines
- Other duties as assigned
- Client Holiday gift planning and card mailing
- Holiday gifts/cards for additional team members.photographer, TCs, music talent, stager, contractor, designer, painters, cleaners. etc.
Job Type: Part-time
Pay: $15.00 - $25.00 per hour
Schedule:
Experience:
- Administrative: 1 year (Preferred)
License/Certification:
- Real Estate License (Preferred)