Executive Assistant

Executive Assistant to Commercial Real Estate Associate Broker , Entrepreneur & Philanthropist

Location: Black Diamond Realty’s Morgantown Office – 1399 Stewartstown Road, Suite 150, Morgantown, WV
Reports to: Real Estate Associate Broker, Entrepreneur & Philanthropist (“Associate Broker”)

Ideal Start Date: February 1, 2025 to March 1, 2025
Position Type: Hourly, Full-Time (36 Hours), Monday-Thursday, 8:00-5:30

Job Summary:

Black Diamond Realty is seeking a proactive and detail-oriented Executive Assistant to provide comprehensive administrative support to a busy and dynamic Commercial Real Estate Associate Broker, Entrepreneur and Philanthropist. The ideal candidate will have excellent organizational skills, a keen eye for detail, and the ability to handle multiple tasks in a fast-paced environment. As the Executive Assistant, you will play a pivotal role in enhancing the Associate Broker’s productivity and assisting with the smooth operation of the brokerage.

Key Responsibilities:

• Communication Management:
• Handle day-to-day office tasks, including managing emails, phone calls, and other administrative duties.
• Help respond to leads for various properties. The goal is to provide our pitch and answer basic questions while also asking information-gathering questions about the prospect’s needs and goals.
• Coordinate with contractors, inspectors, and other vendors as required for properties under management or sale.
• Create project pitch emails for Associate Broker’s review. Once approved, email campaigns to targeted end users and investors.
• Document & Process Management:
• Prepare and manage correspondence, reports, presentations, and real estate contracts.
• Organize and maintain files related to property listings, sales, client documents, and contracts.
• Transaction coordination functions. Prepare BDR tracking form with key contract dates. While property is under contract (in due diligence), ensure the time sensitive tasks are being accomplished according to the contract deadlines. Communicate with Associate Broker and client to ensure all parties are informed and staying on top of the process.
• Ensure all documents comply with real estate laws and brokerage policies.
• Calendar Management:
• Manage and schedule appointments, meetings, and property showings for Associate Broker.
• Coordinate travel arrangements, including flights, hotels, and transportation, as needed.
• Administrative Support:
• Order and pick up lunch, keys, marketing materials and other personal items for Associate Broker.
• Assist Black Diamond Realty’s Marketing Team on a periodic basis with various tasks and marketing campaigns.
• Prepare and process expense reports and invoices for Associate Broker’s brokerage expenses.
• Client Interaction:
• Act as the primary point of contact for clients, responding to inquiries, scheduling consultations, and providing exceptional customer service.
• Assist with follow-up communications with clients and prospective buyers or sellers, maintaining a professional and courteous tone.
• Market Research & Data Entry:
• Utilizing resources provided by Associate Broker and its firm, assist with property research, compiling market trends, and preparing reports on local real estate activity.
• Maintain and update listings, client databases, and CRM systems with the latest property details and status updates.
• Event Planning:
• Organize and coordinate client events, property tours, and open houses.
• Manage logistics and ensure a seamless experience for clients, brokerage personnel, and guests.
• Confidentiality & Compliance:
• Maintain strict confidentiality in all matters, especially client information and sensitive business details.
• Ensure compliance with industry regulations and company policies.

Qualifications:

• Education & Experience:
• High school diploma required; associate’s or bachelor’s degree preferred.
• At least 3 years of experience in an executive assistant or administrative role, preferably in real estate or a similar field.
• Skills:
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with real estate management software (e.g., CRM, MLS platforms).
• Excellent written and verbal communication skills.
• Strong personality who is willing to speak with confidence while maintaining respect and empathy.
• Attention to detail and ability to multitask efficiently.
• Ability to handle confidential and sensitive information with discretion.
• Personal Attributes:
• Strong problem-solving abilities and a proactive approach to tasks.
• Ability to work independently and take initiative.
• Strong interpersonal skills, with a friendly and professional demeanor.
• Positive attitude, flexibility, and adaptability to changing priorities.

Additional Information:

• Work Environment:
• This position requires occasional evening and weekend work to accommodate client schedules and property showings.
• Some travel may be required for property visits and client meetings.
• Compensation:
• $25-30/hour with bonus opportunities based upon overall performance.
• Schedule:
• Hourly, Full-Time (36 Hours), Monday-Thursday, 8:00-5:30

How to Apply:

Interested candidates should submit a resume and three-minute video outlining their qualifications and interest in the position to dlorenze@blackdiamondrealty.net by January 24, 2025.

In the video, please answer the following questions: (1) Who are you and what is your background? (2) What are your top strengths that make you a good candidate? Help us understand why we should choose you. (3) Why do you want this position? (4) What has been your biggest mistake and what did you learn from it? (5) What has been your biggest accomplishment in life and will it be different in five years?

This is a great opportunity for an organized, hard-working individual who is looking to be exposed to a high-producing Associate Broker and team who place significant emphasis on growth, community and culture.

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Expected hours: 36 per week

Schedule:

• Monday to Friday
• Weekends as needed

Application Question(s):

• Please describe your personality and communication style.
• Interested candidates should submit a resume and three-minute video outlining their qualifications and interest in the position to dlorenze@blackdiamondrealty.net by January 24, 2025. See job description for questions to answer via video.

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Office: 5 years (Required)
• Executive administrative support: 3 years (Preferred)
• Real estate administrative: 1 year (Preferred)

Ability to Commute:

• Morgantown, WV 26505 (Required)

Work Location: In person

Salary : $25 - $30