What are the responsibilities and job description for the Executive Administrative Assistant position at Core Real Estate Team?
Administrative Assistant / Executive Assistant
Location: Rensselaer, NY (In-Office)
Job Type: Part-Time (with the potential to transition into Full-Time)
Reports to: Chief Operating Officer (COO)
About The Core Real Estate Team
At The Core Real Estate Team, we are a fast-growing, high-energy real estate firm that values collaboration, innovation, and operational excellence. Our mission is to provide top-tier support to our agents and clients by streamlining processes, enhancing efficiency, and fostering a dynamic work culture.
We are looking for an Administrative Assistant / Executive Assistant who will work closely with the COO across all key business areas, with a primary focus on administrative operations, compliance, and office management. This is a growth-oriented role that offers one-on-one coaching from the COO, providing the opportunity to develop into an Office Manager, Regional Manager, or Operations Manager.
If you’re someone with some administrative experience but looking to build a long-term career in business operations within Real Estate, this role is for you!
Key ResponsibilitiesOperational Management
- Oversee daily office operations, including inventory management, office supply orders, and overall system functionality.
- Manage compliance processes alongside the Compliance Admin, including conducting transaction audits and ensuring adherence to industry regulations.
- Handle agent technology accounts, including setup, troubleshooting, and offboarding processes.
- Maintain and manage Slack channels to ensure effective communication, address agent questions, create new channels, and archive outdated ones.
- Maintain a centralized resource hub for agent training materials, accessible via the company intranet.
- Partner with the COO to identify and implement new technologies to improve office operations and agent productivity.
- Develop and refine Standard Operating Procedures (SOPs) to increase efficiency across the team.
Compliance and Documentation
- Oversee agent onboarding and offboarding, ensuring compliance with company policies and all necessary documentation.
- Create and maintain training guides, tutorials, and videos for company systems and tools.
- Provide compliance training and regular updates via Slack, ensuring agents stay informed on key policies.
Administrative Oversight
- Maintain office inventory, including signs, lockboxes, binders, and marketing materials, ensuring organization and accessibility.
- Manage inbound calls, input client information into the CRM, and direct leads to the appropriate leadership agent.
- Collaborate with the Financial Admin to assist agents with financial inquiries, ensuring accurate record-keeping of W9s and onboarding documents.
- Oversee and coordinate with our Virtual Assistant to ensure workflow efficiency and delegation of tasks across departments.
- Act as a liaison between all business departments, fostering collaboration and maintaining a strong company culture.
What We’re Looking For
Experience: Minimum of 1-3 years of administrative or operational support experience (real estate experience is preferred).
Growth-Oriented Mindset: You’re eager to learn and grow into an advanced leadership role.
Tech-Savvy: Strong ability to navigate software tools and troubleshoot tech issues for the team.
Strong Communicator: Excellent verbal and written communication skills, with the ability to coordinate across departments.
Detail-Oriented & Organized: You can manage multiple projects, track deadlines, and maintain meticulous records.
Problem-Solver: You take initiative, anticipate issues, and implement solutions effectively.
Team Player & Culture Fit: You thrive in a collaborative environment and contribute positively to company culture.
Why Join Us?
Career Growth: Hands-on coaching from the COO with a clear pathway to an Office Manager, Regional Manager, or Operations Manager role.
Professional Development: Access to training, industry knowledge, and mentorship.
Impactful Work: Be at the center of real estate operations, helping agents and leadership streamline efficiency.
Strong Company Culture: Join a supportive, high-energy team that values innovation and excellence.
Compensation & Schedule
Pay: Competitive, based on experience (to be discussed in the interview).
Schedule: Part-Time to start (20-30 hours/week), with rapid potential for Full-Time as responsibilities expand.
Location: On-site at our Rensselaer, NY office.
How to Apply
If you’re looking for a career opportunity (not just a job) and want to grow in an operations-driven real estate team, we’d love to hear from you!
Submit your resume and a brief cover letter explaining why you’re the right fit for this role.
We look forward to meeting you!
Job Type: Full-time
Pay: $23.00 - $25.00 per hour
Benefits:
- Paid time off
- Professional development assistance
Schedule:
- Monday to Friday
- Weekends as needed
Experience:
- Real estate administrative: 1 year (Required)
License/Certification:
- real estate license (Preferred)
Ability to Commute:
- Rensselaer, NY 12144 (Required)
Work Location: Hybrid remote in Rensselaer, NY 12144
Salary : $23 - $25