We are looking for a competent Executive Administrative Assistant to provide personalized secretarial and administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to executive’s working life and communication. Must have a Can Do Personality.
Responsibilities
- Act as the point of contact between the executives and internal/external clients
- Undertake the tasks of receiving calls, take messages and routing correspondence
- Handle requests and queries appropriately
- Event planning & Execution
- Maintain diary, arrange meetings and appointments and provide reminders
- Make travel arrangements
- Take dictation and minutes and accurately enter data
- Monitor office supplies and research advantageous deals or suppliers
- Produce reports, presentations and briefs
- Develop and carry out an efficient documentation and filing system
Skills
- Pro: Experience as an executive administrative assistant, senior executive assistant or in other secretarial position
- Full comprehension of office management systems and procedures
- Excellent knowledge of MS Office, PowerPoint, Google Drive etc.
- Proficiency in English
- Spanish speaking, a Pro
- Exemplary planning and time management skills
- Up-to-date with advancements in office gadgets and applications
- Ability to multitask and prioritize daily workload
- High level verbal and written communications skills
- Discretion and confidentiality
- High School degree; additional qualification as personal assistant would be considered an advantage
Daily Oversight
1.Listing Manager (Listing to Contract) Oversee all aspects of sellers transactions from initial contact to executed purchase agreement.Prepare all listing materials: pre-listing presentation, Listing Agreement, sellers’ disclosures, comparative market analysis, pull online property profile, research old multiple listing service (MLS) listings and etc.Consult & coordinate with sellers all property photos, staging, repairs, cleaning, signage, lockbox, access requirements & marketing activities.Obtain all necessary signatures on listing agreement, disclosures and other necessary documentation.Coordinate showings & obtain feedback.Provide proactive weekly feedback to sellers regarding all showings and marketing activities.Coordinate all public open houses and broker open houses.Input all listing information into MLS and marketing websites and update as needed.Submit all necessary documentation to office broker for file compliance.Input all necessary information into client database and transaction management systems.
2.Transaction Coordinator (Contract to Closing)Oversee all aspects of buyer & seller transactions from executed purchase agreement to closing.Coordinate title/escrow, mortgage loan and appraisal processes. Coordinate inspections, assist in negotiations regarding repairs, and coordinate completion of repairs. Regularly update & maintain communication with clients, agents, title officer, lender etc.Submit all necessary documentation to office broker for file compliance.Coordinate moving/possession schedules.Schedule, coordinate & attend closing process.Input all client information into client database system.Schedule 30 Day, 90 Day & 120 Day client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals.
3.Marketing Director Manage client database management program & system.Create & regularly prepare all buyer & seller consultation packages. Coordinate the preparation of all listing & open house flyers, graphics, signage and all other marketing materials.Manage & update agent website(s), blog(s) and online listings.Regularly assist agent to manage & enhance agent’s social media presence.Track & coordinate all inbound leads from websites, social media & other online sources.Coordinate all client & vendor appreciation events. Regularly obtain client testimonials for websites, social media & other marketing materials.Coordinate & implement agent marketing videos & property videos on website(s), blog(s), social media and client database email campaigns.
4.Administrative ManagerOversee all aspects of the administration of the agent’s business.Create & manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up & all office administration.Maintain all agent financial systems, profit & loss statement, bill payment, budget(s), bank accounts, and business credit card(s).Coordinate the purchasing of any office equipment, marketing materials and any other business related supplies and materials.Create & update a business operations manual and all job descriptions/employment contracts for any future hires.Manage the recruiting, hiring, training and ongoing leadership of all future administrative hires.Hold agent(s) accountable for conducting all agreed upon lead generation activities.Ensure that all agent activities are limited to listing property, showing property, negotiating contracts & lead generation.
Job Type: Full-time
Pay: $18.00 - $22.00 per hour
Expected hours: 35 – 45 per week
Education:
- High school or equivalent (Preferred)
Experience:
- Microsoft Powerpoint: 1 year (Preferred)
- Microsoft Excel: 1 year (Preferred)
Work Location: Multiple locations