Executive Assistant

Coldwell Banker Tomlinson

Position Description: Executive Assistant and Agent Services Coordinator

Coldwell Banker Tomlinson is seeking a rock-star executive assistant and agent services coordinator at our Meridian administrative office location. In this position, you will thrive in an environment requiring superior prioritization and organizational skills in supporting multiple departments at the brokerage.

You are the ultimate versatile administrator, multi-tasker, and director of first impressions. Supporting the designated broker, the education director and our affiliated real estate licensing school, the marketing department, and the administration department, you’ll never get bored and you’ll always have something to contribute that will enable our teams to get things done.

You’ll need to be comfortable fielding calls and supporting a variety of needs from real estate agents, staff, and management. While you’re great at the details, we’ll ask you to keep the big picture in mind as well and be sure that every project you manage happens in an appropriate amount of time without needing constant direction. A self-starter, you’ll always look for ways to get a better result in less time.

While we don’t expect you to be an IT specialist, technology shouldn’t scare you. You should be equally comfortable with web-based platforms and proprietary real estate software as you are with the classic Microsoft Office suite of products. Social media and other basic marketing tasks should be interesting to you as well.

Finally, and most importantly, a positive and enthusiastic demeanor in dealing with people in our fast-paced and ever-changing industry is a must. Our culture is one of collaboration and sharing, and many of our agents and staff have been with us for many years. Though it is cliché, we are a family, and we are looking for someone that intends to become a part of our family.

Reports to: Business Manager and Designated Broker

Compensation: $17 Hourly (depending on experience and skills), paid time off, company health insurance plan, optional vision & dental

About Coldwell Banker Tomlinson:

Coldwell Banker Tomlinson is one of the inland northwest’s largest real estate companies. Serving eastern and central Washington and southwestern Idaho, we have 13 sales offices supporting over 500 real estate professionals. In the Treasure Valley, we have sales offices in downtown Boise, Eagle, Meridian, and Nampa, as well as agents serving Twin Falls. In 2019, our 260+ local agents helped more than 2,300 clients with their home buying and selling needs.

Coldwell Banker is one of the most trusted and long-standing real estate brands in the industry. Since 1906, Coldwell Banker has grown to a presence in all 50 states and 47 countries worldwide. With a focus on trust and serving clients with integrity, Coldwell Banker has become a household name affiliated with quality and professionalism.

Here is an overview of a few of the tasks you would manage for us:

Executive Assistant duties

· Administrative support to Broker, Director of Education, Marketing Director, and Business Manager

· Support administration for agent recruiting efforts, including entering contact information into CRM platforms, preparing presentation materials, and logistics planning associated with recruiting events

· Monthly tracking and preparation of birthday cards and anniversary announcements

Social Media and Internal Communications

· Assist with company social media posts – agent awards and acknowledgements, open houses, holiday posts, monthly & weekly market stats, other miscellaneous post requests

· Weekly company e-newsletter maintenance and distribution

· Company intranet and calendar maintenance

Real Estate Academy of Idaho

· Aid director of education in managing administration for our affiliated real estate licensing school.

· Report course scheduling and completions to Idaho Real Estate Commission and students

· Field basic inquiries about classes, scheduling, and process required in obtaining a real estate license

· Prepare printed class materials and class sign-in sheets

· Communicate with scheduled instructors

· Periodically update website/schedule and support director with marketing, social media posts, and mass email communications

Agent processing and services

· Onboarding & exiting agents – ordering business cards and name badges, input into company systems, maintain phone list, and managing agent records w/ Idaho Real Estate Commission

· Assist agents with questions, logins & account access, website assistance, photos, and bios

· Manage monthly agent license renewal reminders

· Direct communications and records to appropriate parties with the Idaho Real Estate Commission

Events Planning Support

· Annual kick-off event – booking, logistics, RSVP tracking, and support Powerpoint slides & videos

· Quarterly all-company meetings – booking, logistics, and support Powerpoint slides & videos

· Monthly “List-to-lunch” agent luncheon – bookings, invites, and RSVP tracking

· Quarterly “A-List” top producer quarterly events – bookings, invites, and RSVP tracking

· Holiday Party – bookings, invites & RSVP tracking

General Administrative

· Primary front-of-office contact for administration office – greet visitors, call routing, maintain cleanliness and orderliness of office and lobby areas, mail and courier tracking

· Daily activity reports of listings, sales, and closings to managers and staff

· Manage branch office supply orders

· Print monthly agent awards certificates

· Manage and report copier meter readings

Job Type: Full-time

Pay: $17.00 per hour

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Executive Assistant: 2 years (Preferred)
• executive support: 1 year (Required)
• Real Estate experience: 1 year (Preferred)

Work Location:

• One location

This Company Describes Its Culture as:

• Outcome-oriented -- results-focused with strong performance culture
• Team-oriented -- cooperative and collaborative

Benefit Conditions:

• Only full-time employees eligible

Work Remotely:

• No