Executive Assistant / Chief Administrative Partner

Do you thrive in a fast-paced environment and love working with people? If so, we are looking for a dedicated Executive Assistant who can stay a step ahead of Hannah, prepping her for the day and week so she can stay client-centered.

This is more than just an assistant role—we are looking for a long-term partner who will help us grow, hold Hannah accountable, and be a key player in the business. This role involves working with our integrated technology, planning events, executing a database plan, and being an extension of Hannah in her relationships. If this sounds like you, let’s connect!

Key Responsibilities:Administrative Support

• Manage Hannah’s schedule, ensuring she is on time, prepared, and accountable for calls and appointments
• Fully manage Hannah’s email inbox (responding to emails, proactively handling requests, clearing the inbox daily, ensuring she responds to what she needs to)
• Handle inbound phone calls and confirm appointments
• Prepare listing and buyer folders for client meetings
• Schedule and map out showings
• Oversee personal and business invoices, dues, and compliance tracking
• Organize daily meetings, prep agendas, and set up workspaces
• Coordinate business and personal travel
• Handle office mail and greet guests
• Assist with personal tasks (errands, event planning, family support)
• Complete core coaching homework
• Assist in completing the profit and loss summary and pay log summary

Database & Client Relations

• Execute email and direct mail campaigns for database engagement
• Create and maintain referral and VIP appreciation programs
• Add clients to social media and monitor VIP interactions
• Ensure CRM (Follow Up Boss) data is up-to-date and organized
• Troubleshoot tech issues as they arise with CRM and other systems
• Communicate showing feedback to sellers
• Assist with presenting offers to sellers and processing
• Make survey calls

Team & Culture

• Plan team events, birthdays, and holiday celebrations
• Assist with onboarding and offboarding team members
• Manage time-off requests
• Open and close the office (music on, lights on)

Who You Are:

• A nurturing, service-oriented person who loves to take care of and support others
• Assertive and confident—you take charge and don’t take no for an answer
• High-energy and detail-focused, with strong initiative
• Genuinely cares about people and enjoys building relationships
• A problem-solver with a sense of urgency, always thinking one step ahead
• Tech-savvy and eager to improve systems through technology
• Seeking a long-term role with growth potential
• Comfortable giving and receiving feedback
• Positive, with a growth mindset
• Strive for excellence in everything you do
• Humble, a team player, and open to learning
• Prefer to work behind the scenes rather than in the spotlight

Non-Negotiable Traits:

• Self-motivated
• High sense of urgency
• Strong initiative

3 Main Responsibilities:

• Keep Hannah in her #1 role—sales and relationship activity
• Execute the database plan
• Plan and execute events

Income:

• Starting pay: $20–$25/hour, depending on experience
• After 90 days: salaried position ($40,000–$50,000), plus vacation, 401(k) match, and sick days
• 25% referral bonus on any personal friends/circle of influence you refer to the team (average bonus: $2,000–$3,000 per closing based on $10,000 commission)

Hours:

• Monday–Friday, 8:00 AM–5:00 PM
• Optional work-from-home on Wednesdays
• Occasional evenings/weekends for team or client events

Days Off:

• Offices are closed on Christmas and Thanksgiving Day
• Additional holidays may be observed (New Year’s Day, Memorial Day, July 4th, and the day after Thanksgiving), as long as there are no business conflicts

Vacation:

• One week of paid vacation available after 90 days of full-time employment
• Vacation requests must be submitted 60 days in advance and cannot conflict with Hannah’s travel schedule or other team members’ approved time off

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• 401(k) matching
• Paid time off
• Referral program

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $40,000 - $50,000