Executive Assistant

Consider this role if you are a one-of-a-kind office manager and administrative ace who gets things done. We aren't simply seeking the ordinary administrative requirements of good organizational skills, communications prowess, and attention to detail; those are nice but insufficient.

Rather, we are seeking to hire a first-rate administrator who knows how to learn the inner workings of a fast-paced, sales-driven office environment quickly; develop his / her own processes to address inherent challenges faced by the CEO and sales agents; streamline functions to save time; and proactively take care of an array of office operations and communications to make sure others are freed up to drive revenues.

Come with a track record of having run an office successfully. (Bonus if it was a real estate office!…or medical, insurance, law, or financial services firm). Be ready to show us how you would devise new office processes and take on certain functions that currently weigh down our CEO and field agents, including how you would oversee the daily operations of the business, prepare and run meetings, and independently address questions and concerns of clients and contractors.

This position reports directly to the CEO, who is not only leading the company but is also actively engaged in sales production. The role is designed to ensure the CEO can effectively balance his leadership and production responsibilities by offloading operational, administrative, and logistical tasks.

Compensation

• Performance-based bonuses
• 401(k) with company match
• Health Insurance
• Paid Vacation and Holidays

Desired Skills and Experience

Qualifications

Required Skills and Experience

• 5 years of experience as an executive assistant or office manager, preferably supporting senior executives.
• Demonstrated ability to create and manage complex systems with minimal supervision.
• Strong organizational and project management skills.
• Proficiency in Google Workspace (Gmail, Google Drive, Google Calendar).
• Exceptional written and verbal communication skills.
• Financial acumen, including experience with bookkeeping, budgeting, and payroll.
• Proven ability to manage multiple tasks in a fast-paced, deadline-driven environment.
• Willing to be real estate licensed within 60 days

Preferred Qualifications

• Bachelor's degree in a business-related field (or equivalent experience).
• Real estate experience or license is a plus.
• 1-3 years of experience in service or management roles.

Attributes and Mindset

• Service-oriented attitude with a drive to support the CEO and team. Rather than looking for an individual interested in becoming a real estate sales agent, we are looking for a professional committed to being the right hand to our CEO and a crucial support to our entire team.
• Problem-solving mindset with the ability to anticipate needs and take initiative.
• Calm under pressure with the skill to discern and take on critical tasks.

Responsibilities

Administrative Excellence

• Anticipate the CEO's needs and proactively prepare and address those needs.
• Prepare the CEO's materials for meetings and presentations; conduct necessary research and hand off everything ready to go. Following those meetings, summarize notes, assign action plans, and oversee task completion.
• Run interference between sales agents, clients, vendors, and contractors, handling calls and correspondence independently and swiftly.
• Oversee and maintain the CRM system to ensure all clients and leads are effectively managed.
• Maintain organized files and take stock of outstanding tasks to keep the CEO and sales agents informed and prepared.
• Act as both "gatekeeper" and "gateway," balancing access to the CEO's time while fostering positive outcomes for all stakeholders.
• Manage CEO's complex calendar, email, and travel arrangements, ensuring priorities are met.
• Manage incoming office calls, emails, front desk reception, and social media.
• Manage and protect sensitive and confidential information.

Operational Leadership

• Build, implement, and refine systems for lead generation, database management, and back-office support.
• Oversee all contracts from start to finish, ensuring accuracy and timeliness.
• Create and maintain an operations manual to document processes and standards.
• Coordinate office equipment needs, including purchasing, installation, and maintenance.
• Manage financial systems, including bookkeeping, payroll, and budget tracking.

Team Collaboration

• Serve as the main point of contact for customer inquiries and complaints, ensuring swift resolutions.
• Facilitate seamless communication between the CEO, team members, and external contacts.
• Support employee engagement initiatives by organizing staff activities and client events while fostering a positive environment.
• Address issues proactively and remove roadblocks to ensure smooth operations.