Real Estate Executive Administrative Assistant

Job Description

Job Description

Join Our Team as an Exceptional Administrative Assistant!

Are you an organizational guru with a passion for creativity and a drive to succeed? We're seeking a dynamic Administrative Assistant to join our team and become an integral part of our success story!

Here's what we're looking for:

• Organization Expert: Your attention to detail is unmatched, and you thrive in maintaining order amidst chaos. From managing calendars to streamlining processes, you excel in keeping everything running smoothly.
• Creative Mindset: Bring your innovative ideas to the table! We value creativity and fresh perspectives, and we want someone who isn't afraid to think outside the box to solve problems and enhance our workflow.
• Ambitious Attitude: Success is your middle name! You're driven to achieve your goals and exceed expectations. Whether it's taking on new challenges or setting personal milestones, you're always aiming higher.

Why Join Us?

• Collaborative Environment: Work alongside a supportive team that values your input and encourages growth.
• Opportunity for Advancement: We believe in investing in our employees' futures. As you excel in your role, there will be ample opportunities for career development and advancement.
• Innovation at its Core: Be part of a team & company that embraces innovation and values creative thinking. Your ideas will be heard and valued as we work together to shape the future.

If you're ready to take your organizational skills, creativity, and ambition to the next level, we want to hear from you! Don't miss out on this exciting opportunity to join a team where you can thrive and succeed. Apply now, and let's embark on this journey together!

$70,000 + bonus

• Coordinate schedules to ensure optimal open houses and final walkthroughs, travel arrangements, and general appointments
• Participate in training sessions to improve skills with administrative tasks in the real estate industry
• Assist the real estate team in facilitating local events to foster connection to people in the neighborhood
• Complete paperwork for all real estate transactions in a timely manner to ensure a deal is closed as quickly as possible
• Supervise production of all online marketing materials as well as brochures and flyers for events to professionally represent the real estate team
• Deliver concierge-level customer service to sellers, buyers, and lenders, to improve customer satisfaction ratings
• Achieve company objectives and regularly compile a progress report to present to the team
• Track important dates and time limits for transactions and notify relevant stakeholders as needed

General Administrative Duties

• Oversee all aspects of the administration of the agent’s business
• Create and manage all systems for sellers, buyers, client database management , lead generation tracking , lead follow-up, and all office administration
• Coordinate the purchasing of any office equipment, marketing materials, and any other business-related supplies and materials
• Create and update a business operations manual and all job descriptions/employment contracts for any future hires
• Manage the hiring, training, and ongoing leadership of all future team members
• Hold agent(s) accountable for conducting all agreed-upon lead-generation activities
• Ensure that all agent activities are limited to listing a property, showing a property, negotiating contracts, and lead generation

Active Client Management Duties

Prior to the firm sale

• Organize all listing materials: pre-listing presentation, Listing Agreement, sellers’ disclosures, comparative market analysis, pull online property profiles, research old multiple listing service (MLS) listings, etc.
• Coordinate with sellers for all home photos, staging, repairs, cleaning, signage, lockbox, access requirements, and marketing activities
• Arrange all documents for signatures on the listing agreement, disclosures, and other needed documentation, and review for accuracy
• Submit all essential documentation to the office broker for file compliance
• Present weekly updates to sellers regarding showings, marketing activities, and a market snapshot
• Organize all public open houses
• Enter all listing information into MLS and websites
• Input all necessary information into the client relationship management program and transaction management systems

Post firm sale

• Oversee all aspects of buyer and seller transactions from the purchase agreement to closing
• Coordinate with mortgage agents and appraisers
• Schedule home inspections and repairs
• Submit all documents to the office broker for file compliance
• Schedule , coordinate, and attend to closing-related issues
• Input all client information into the Compass client database system, including future addresses
• Schedule 30, 90, and 120-day client customer service follow-up calls to assist with any home improvement provider recommendations and to ask for referrals

Marketing and Business Development

• Manage the client relationship management system
• Create all buyer and seller packages
• Coordinate the preparation of all listing and open house flyers, graphics, signage, and all other marketing materials
• Manage and update agent website(s), blog(s), and online listings
• Assist the agent in managing social media presence
• Track all online business sources
• Plan all client and vendor appreciation events
• Regularly request client testimonials for websites, social media, and other marketing materials
• Coordinate and implement agent marketing videos and property videos online and database campaigns

• Possesses a basic understanding of Microsoft Word, Excel, PowerPoint, and customer database systems
• Communicates well, both verbally and written

Must live locally to Winchester, MA

• Microsoft Office savvy (required)
• Customer Relationship Management
• Real estate industry experience (or financial, mortgage, or insurance industries)
• Social media savvy
• Canva and other cool and useful free online tools
• Google Apps
• Video creation
• Comfortable in front of the camera (you will be sending videos to Clients)
• Available on Evenings and Weekends-periodically
• Real Estate license preferred but not required

Why Join Our Team

Our team is a top-performing, relationship-driven real estate group serving Greater Boston and the North Suburbs, focusing on the Winchester/Lexington area, with a reputation for high standards, collaboration, and consistent growth. We run a fast-paced, high-volume business that balances strong systems with a warm, client-first approach, and we take pride in supporting one another the same way we support our clients. If you’re looking for a place where your work truly matters, your ideas are welcome, and you can grow alongside a trusted, established team, you’ll feel at home here.

Client Focused-Results Driven