Executive Assistant to Real Estate Agent

Objective:

Join a high-performing team at REMAX Nova as a crucial Executive Assistant (EA) supporting a busy Real Estate Agent. This role is ideal for a highly motivated, detail-oriented individual who thrives in a fast-paced environment and is passionate about delivering exceptional client service. The EA is the operational backbone of the business, responsible for managing administrative, marketing, and transaction logistics, allowing the Agent to focus solely on lead generation and client relationships.

Key Responsibilities

Administrative & Scheduling Support

• Manage and organize the Agent's activity calendar, including scheduling appointments, client meetings, and training sessions.
• Maintain and update the Client Relationship Management (CRM) database with accuracy and consistency.
• Handle all incoming and outgoing correspondence (emails, calls, and mail) on behalf of the Agent.
• Maintain an efficient, organized electronic and physical filing system for all business and client records.
• Manage office supplies, technology, and equipment needs.

Marketing & Listing Management

• Coordinate the preparation of all listing materials (photos, virtual tours, feature sheets, sign installations).
• Oversee and manage the Agent's social media presence (scheduling posts, responding to basic inquiries, content coordination).
• Design and coordinate client mailers, email newsletters, and specialized client appreciation packages.
• Assist in creating engaging Listing Presentations and Buyer Packages.

Transaction Coordination

• Manage the workflow of transactions from contract acceptance to closing.
• Ensure all necessary paperwork is completed, filed, and compliant with NSAR and brokerage standards.
• Liaise proactively with clients, cooperating agents, lawyers, mortgage brokers, and inspectors to ensure all deadlines are met.
• Schedule and confirm property viewings, inspections, appraisals, and final walk-throughs.

Qualifications and Skills

• Experience: Proven experience as an Executive Assistant, Administrative Assistant, or Transaction Coordinator (Real Estate experience is a significant asset).
• Technology Proficiency: Highly proficient in Microsoft Office Suite or Google Workspace. Experience with real estate CRM tools is highly preferred.
• Organizational Mastery: Exceptional planning, organizational, and time management skills with a strong ability to prioritize tasks and manage multiple projects simultaneously.
• Communication: Excellent written and verbal communication skills, with a professional and friendly demeanor for client interaction.
• Discretion: Ability to handle sensitive and confidential information with integrity and professionalism.

Compensation

Competitive salary based on experience and qualifications.

Benefits:

• Dental Care
• Health Care
• On-site parking
• On-site gym

Job Type: Full-time

Work Location: In person