What are the responsibilities and job description for the Executive Assistant position at Matt Smith Real Estate Group, LLC?
We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support our executive team, primarily the CEO. This role demands a high level of accountability, discretion, and efficiency, requiring a professional who thrives in a fast-paced environment, who runs towards accountability and is eager to take full ownership of responsibilities. The ideal candidate is resourceful, anticipates needs before they arise, and executes at a high level so the CEO can focus on strategic growth and leadership.
Success in this role requires exceptional organizational skills, a solutions-driven mindset, and the ability to stay ahead of competing priorities while maintaining clear and professional communication. Every day brings new challenges—this is a dynamic, ever-changing position that requires agility and initiative.
Key Responsibilities & Expectations
Daily Responsibilities:
- Own and manage the CEO’s calendar and inbox, ensuring scheduling efficiency and timely follow-ups.
- Proactively coordinate, execute, and track action items and meetings on behalf of the CEO.
- Filter and process incoming requests, creating a prioritized daily to-do list with clear deadlines.
- Maintain an ongoing, organized list of tasks, reminders, and follow-ups to keep the CEO and company on track.
- Prepare, update, and distribute meeting agendas, record meetings, and deliver concise, high-level summaries.
- Provide logistical and administrative support for recruiting, employee appreciation events, and company initiatives.
- Ensure timely submission of reports and support recruiting and departmental goals to maintain momentum across teams.
- Lead the scheduling and logistical coordination of high-level company meetings, marketing campaigns, webinars, executive retreats, and client appreciation events.
- Maintain, update, and refine the EAs responsibilities, SOPs, and training materials.
- Oversee compliance-related documentation, including tax and auditing records, to ensure organizational preparedness across all companies owned by the CEO.
Qualifications & Skills Required
- Proven track record as an Executive Assistant or in a similar high-accountability role.
- Exceptional organizational, time management, and multitasking abilities.
- Strong written and verbal communication skills, with the ability to summarize and relay key information effectively.
- High proficiency in Google Workspace, CRMs, scheduling tools, and basic accounting practices.
- Ability to anticipate needs, problem-solve independently, and drive results.
- Experience in event planning, HR employee appreciation coordination, or operations management is a plus.
What We Offer:
- Competitive salary based on experience and performance.
- Opportunities for professional growth and leadership development.
- A fast-paced, high-performing work environment with a direct impact on company success.
How to Apply:
If you are highly driven, solutions-oriented, and eager to take full ownership of this role, we encourage you to apply. Submit your resume and a cover letter outlining your qualifications and alignment with this position. Applications are reviewed on a rolling basis—apply early to be considered.
Job Type: Full-time
Pay: $38,000.00 - $45,000.00 per year
Benefits:
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Relocate:
- Saint Robert, MO 65584: Relocate before starting work (Required)
Work Location: In person
Salary : $38,000 - $45,000