What are the responsibilities and job description for the Executive Operations Assistant position at Staffify LLC?
Location: Fort Wayne, IN
Type: Full-Time
Hours: 09:00 AM - 05:00PM
Location: Hybrid / On-Site
About Us:
We are a fast-growing, forward-thinking real estate team dedicated to delivering exceptional service and results. As we continue to scale, we’re seeking a tech-savvy, highly organized Executive & Operations Assistant to play a pivotal role in supporting our day-to-day operations for our company.
This position is ideal for someone who thrives in a fast-paced environment, takes initiative, and enjoys wearing multiple hats. From executive support and transaction coordination to listing preparation, client communication, and operational oversight—you’ll be an integral part of keeping our business running efficiently and effectively. If you’re detail-driven, resourceful, and excited to grow alongside a high-performing real estate team, we’d love to connect.
Key Responsibilities Executive Support:
- Email & Calendar Management – Manage and organize the inbox of the executive team, including labeling, responding, forwarding, and setting up out-of-office (OOO) notifications as needed.
- Lead Call Coordination – Assist with setting up and managing Jordan’s lead calls, walkthroughs, listing visits, and other calendar events.
- Out-of-Office Coverage – Monitor and manage emails and communications when Partners are out of town, particularly on weekends.
- Travel Coordination – Handle booking, logistics, and itinerary planning for business travel.
Operations & Team Support:
- Google Account Management – Set up new team emails and manage occasional account needs.
- Tech & Systems Support – Assist with troubleshooting tech issues and general operational needs.
- Process & Workflow Management – Maintain and refine operational processes as needed.
- Canva Design & Document Creation – Design email signatures, client documents, and marketing materials.
Real Estate Administration & Finance:
- Transaction & Listing Coordination – Assist in managing listings, preparing documentation, and coordinating transaction processes. As well
- Financial & Commission Tracking – Maintain spreadsheets to track payments, commissions, and expenses.
- Vendor Payments – Process payments for local vendors in a timely manner.
- Coordination of closing gifts as part of client experience support
Qualifications:
- Proven experience as an executive or administrative assistant, preferably in real estate.
- Strong proficiency in Microsoft Excel, Word, and other office tools.
- Highly organized with excellent attention to detail.
- Strong problem-solving and critical thinking skills.
- Experience in financial management, bookkeeping, or commission tracking is a plus.
- Real estate license preferred; if not currently licensed, must obtain one within six months (expenses covered).
- Must have reliable transportation and an active insurance policy. Approx (20 Miles of weekly work related travel)
- Excellent communication skills, both written and verbal.
- Friendly, team-oriented personality with a growth mindset and leadership abilities.
Preferred Skills (Bonus Points):
- Prior experience in real estate operations or administration.
- Familiarity with Follow Up Boss (FUB) or other CRM tools.
- Experience with Canva, Google Workspace, and other digital tools.
Please note that this role is being fulfilled through Staffify, LLC, a staffing agency specializing in real estate support roles. This does not impact the applicant in any way—hiring, onboarding, and job responsibilities remain the same as they would in a direct hire process.
Due to the high volume of applications, we may not be able to respond to each applicant individually. If your qualifications align with our needs, we will reach out to you for the next steps. We appreciate your interest in joining our team!
Job Type: Full-time
Pay: $48,865.00 - $51,970.00 per year
Schedule:
- Monday to Friday
License/Certification:
- Real Estate License (Preferred)
Ability to Commute:
- Fort Wayne, IN 46899 (Required)
Ability to Relocate:
- Fort Wayne, IN 46899: Relocate before starting work (Preferred)
Work Location: In person
Salary : $48,865 - $51,970