Executive Real Estate Assistant

Job Title: Executive Assistant to Leading Luxury Real Estate Team Leader

Location: Winter Park, FL

Position: Full-time

Please note that only candidates with an Active Real Estate license and real estate transaction management experience will be considered for this position.

Company Overview

The Hazera Team with Premier Sotheby’s International Realty is Central Florida's premier source for Luxury Real Estate. Our mission is to usher our clients into the next chapter of their lives by accomplishing their real estate objectives in an extraordinary way. The Hazera Team consistently ranks amongst the top 250 real estate teams in the State of Florida and is guided by the expert leadership of Harif Hazera. Harif is ranked within the top 50 real estate advisors in Central Florida with over 200 million dollars in personal sales. Our core values are the foundation of our success, guide every decision we make, and creates the heartbeat of our company culture. You can find them listed below. Join us and be part of a team that empowers you and encourages you to live up to your full potential.

Big Vision * Continuous Growth * Extreme Ownership * Above and Beyond * Radical Candor * Anchored in Virtues * Honoring Dreams

Position Overview

We are seeking a highly organized and dedicated Executive Assistant to join our team. This pivotal role directly reports to the Team Leader and supports his efforts by managing administrative tasks, overseeing his real estate transactions, and enhancing operational efficiencies. It requires someone with exceptional organizational skills, a keen attention to detail, and a robust understanding of the real estate transaction process. The ideal candidate will have a strong administrative background and be adept at balancing multiple priorities in a dynamic, fast-paced environment. We offer a supportive work culture where you will grow both personally and professionally. This is a full-time salaried position eligible for benefits such as a tiered bonus compensation structure and generous paid time off. Candidates are required to live within a 30-minute driving distance of our Winter Park office, and hours for this position are typically 9 a.m. to 5 p.m. EST, Monday–Friday. While we promote personal margin as a company, there will occasionally be the need to work additional hours on evenings and weekends preparing for listing launches or events. If you are committed to excellence, growth and want to be a part building something bigger than you ever could alone, we encourage you to apply for this exciting opportunity.

Mission

We are on a mission to becoming the number one luxury real estate team in Central Florida. The mission of the Executive Assistant’s role is to enhance the operational efficiency and effectiveness of the Team Leader, ensuring that all administrative, transactional, and client-related activities are executed with precision and professionalism. This position is vital in allowing the Team Leader’s focus to be on growing his business while simultaneously advancing The Hazera Team towards it’s intended vision. Daily activities will include coordinating the Team Leader’s schedule, managing communications, preparing real estate documents, and assisting with marketing initiatives. The Executive Assistant feels most comfortable in a supportive role and is naturally organized, flexible, efficient, adaptable, responsive, and willing to handle a variety of projects and tasks in an organized fashion and efficient manner. The Executive Assistant will ensure that our clients receive the highest level of service and support, serving them to seamlessly navigate their real estate journey, and ultimately, aiding in their successful transition into the next chapter of their lives.

Proficiencies & Qualifications

Real Estate Knowledge:

• Proficient understanding and experience with the FAR-BAR AS-IS Residential Contract, Listing Agreements, and Buyer’s Broker Agreements.

• Familiarity with real estate terms, practices, and legal requirements.

Technical Skills:

• Proficiency with Apple products, Canva, Asana, Dropbox, Zoom and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Strong command of Stellar MLS and CRM tools. Follow-Up Boss and Dotloop experience preferred.

• Ability to comfortably manage social media platforms (Facebook, Instagram, YouTube).

Communication Skills:

• Exceptional verbal, grammatical and written communication skills.

• Proficient typing skills with an average speed of 60 wpm.

• Ability to communicate effectively with a variety of stakeholders including clients, senior management, team members and external partners.

Organizational Skills:

• Excellent organizational and time management skills.

• Expert in knowing how to prioritize tasks based on the Team Leader’s expectations and needs of the client.

• Ability to prioritize tasks and manage multiple projects simultaneously in a fast-paced environment.

• Strategic ability to think about systems and processes and continuously innovate ways to make the company and client experience better.

Interpersonal Skills:

• Self-starter, self-manager: Takes initiative, anticipates needs, and gets things done consistently on time.

• Professionalism: Always conducts themselves in a professional manner (inside of the company and outside) and lives a service-oriented attitude.

• Grace and poise under pressure: This role is best suited for someone that does not get easily stressed or overwhelmed. They stay calm and composed when challenges arise, effectively pivoting to find solutions without ever compromising quality.

• Positive attitude: Exhibits a can-do spirit, is fun to be around and contributes towards a positive team atmosphere. Does not complain, blame others, make excuses, or gossip. Is very coachable and takes personal responsibility.

Requirements

Licensing:

• Active Real Estate License.

• Valid driver’s license and reliable transportation (must have personal vehicle).

Experience:

• Proven track record of success as an Executive Assistant or real estate agent.

• Minimum 1 -2 years of recent experience in a real estate administrative role and/or managing real estate transactions.

• Proficient in managing listings, scheduling property tours, Stellar MLS data entry and closing real estate transactions.

• Proficient understanding and experience with the FAR-BAR AS-IS Residential Contract, Listing Agreements, and Buyer’s Broker Agreements.

• Experience in managing high-volume communication and scheduling.

• Minimum of 60 words per minute (wpm) with exceptional grammar, for efficient communication and document preparation.

• Must be able to prioritize tasks effectively, meet deadlines, and keep multiple projects on track in a fast-paced environment

Commitments:

• Ability to adapt to occasional after-hours or weekend work when business needs require it.

• A commitment to managing sensitive information responsibly and carefully.

• To always conducting themselves in a professional manner (inside of the company and outside) and lives a service-oriented attitude.

• Always be punctual and maintain a standard of arriving 10-15 minutes before every appointment.

• Connect deeply with The Hazera Team’s core values and be willing to be held accountable to those standards.

• Must be coachable and receptive to feedback, eager to learn, and capable of accurately following instructions. Monthly 1:1 meetings with Team Leader will be a requirement.

• Must be free from chemical dependency and demonstrate sustained mental and emotional stability in order to maintain safe boundaries with and for clients.

• Live within a 30-minute radius of Winter Park and be able to work from the office during business hours.

• Stay informed on real estate trends and best practices as well as ensuring that all licenses are current with ample notice to complete required continuation education before deadlines. Pursue personal growth and educational opportunities relevant to the role.

• Keep up with the Brokerages rules and regulations and maintain a professional standard that is aligned with our brand.

Main Tasks & Responsibilities:

The Executive Assistant will advance the mission of The Hazera Team by ensuring that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of the Executive. This is achieved through a variety of tasks, including but not limited to:

Administrative Support: Serve as the primary support for the CEO, managing schedules, travel arrangements, and correspondence. Prepare and process sales reports, presentations, and documentation. Answer, screen, and direct calls while taking accurate messages. Maintain organized records and files in Dropbox and office filing system and keep them current. Retrieve mail from local PO BOX. Ensure the broker has all documentation requested in a timely manner. Track expenses and submit receipts and expense reports for personal expenses, when needed.

Personal Assistance: When asked, complete a variety of personal tasks as needed, including, but not limited to, conducting research, personal or medical appointments, coordinating date nights, vacations, scheduling educational meetings and school events, and scheduling childcare or school pickup if needed.

Management of Emails: Take total ownership of processing and responding to business emails on behalf of the Team Leader with the goal of getting to inbox zero every day. This is a very high stakes industry with a lot of money at risk on each transaction. No one should go without a response for longer than 24 hours, which will require critical thinking, proper planning, alignment to the priorities of the Team Leader, and the ability to make recommendations on responses, while following through to ensure we always respond in a timely manner.

Real Estate Operations: Draft and review contracts accurately, manage ELB lockboxes and track inventory, attend inspections and listing photoshoots, and ensure smooth transaction processes, ensuring all deadlines are met. Act as the primary client and vendor liaison and manage the transaction process from contract to close. Must keep CRM systems and MLS reports current, managing and updating client data efficiently.

Marketing Management: Schedule photo and video shoots for properties. Organize team and client events, open houses, and craft personalized note cards, and develop marketing strategies. Design and send email blasts for listed and sold properties. Order sign installation with Brokerage. Order, schedule and drop off marketing collateral (EDDM Marketing Campaigns) to potential listings, post office and from local print shops.

Systems Development and Metrics Tracking: Develop and document SOPs in Trainual, regularly update systems and checklists, track and report IPT’s (Individual Performance Targets), and provide daily/weekly updates on transactions, marketing efforts, and operational status.

Client Experience: Listing Preparation assistance. Personalize and manage client gifts for closings, set up clients on weekly listing reports. Implement and refine systems to improve the overall client journey, ensuring a top-tier experience. Scheduled touches with the client to provide pertinent updates and make sure that their expectations are not only being met but exceeded.

Calendar Management: Coordinate both business and personal appointments and overseeing the Team Leader’s schedule to make sure he arrives at his commitments on time. Ensure that each Team Leader’s priorities and projects are accounted for and make recommendations on changes and shifts to accommodate and align to the critical priorities. Proof the calendar weekly and ensure that changes to the calendar account for the stakeholders impacted. Execute calendar adjustments in a timely manner and with attention to detail to ensure all links are working and pertinent details are included. Anticipate needs and make recommendations to align to those needs.

Meetings: Schedule meetings, book conference rooms, and create agendas for meetings. Determine when catering or meal reservations are needed for meetings and arrange accordingly. Ensure that all meeting preparation has been completed prior to the meeting. This could include research, briefings, or other preparation activities. Take clear, concise, and actionable notes during meetings.

Team Training and Event Support: Ensure that Team Leader is fully prepared for speaking or presenting at team training events. Coordinate with appropriate teams to ensure adequate time to prepare for events is reflected on the calendar. Proactively take care of all the details surrounding team events (Zoom links, lunch, room setup, etc) to allow the Team Leader to focus on the presentation / event.

Work Environment

Work environment characteristics described here are representative in this role may encounter while performing the essential functions of this job. This description aligns with an environment that supports dynamic, collaborative, and client-focused real estate operations, providing the Executive Assistant with the ideal conditions to perform their role effectively.

Office Setup: The Executive Assistant will have their own dedicated office space with a desk, Macbook, large monitor, filing cabinets and other features, ensuring a private and professional environment for managing tasks. This setup is designed to support a balance of focused independent work with occasional collaborative projects.

Travel: This position requires frequent local travel throughout Central Florida, often for delivering pre-listing presentations, attending pre-listing launch meetings, photo shoots, staging appointments, inspections, meetings with vendors and final walkthroughs to various locations. The candidate should be comfortable driving regularly and have reliable personal transportation to manage this aspect of the job efficiently.

Noise: The noise level in the work environment is typically moderate, consistent with a professional office setting, allowing for focused conversation and telephone communication. Noise levels may occasionally increase during team meetings or client events.

Lighting and Conditions: The work setting is a well-lit, ventilated, and climate-controlled office environment typical of a modern real estate office. It is routinely professionally cleaned. While primarily shielded from the elements, there may be occasional exposure to varying weather conditions during property visits, as well as minimal exposure to fumes or airborne particles related to construction and property maintenance.

Job Type: Full-time

Pay: $55,000.00 - $75,000.00 per year

Benefits:

• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Application Question(s):

• Do you have a strong understanding and experience with the FAR-BAR AS-IS Residential Contract, Listing Agreements, and Buyer’s Broker Agreements required to serve in this position?

Experience:

• Real estate administrative: 1 year (Required)

License/Certification:

• Real Estate License (Required)

Ability to Commute:

• Winter Park, FL 32789 (Required)

Ability to Relocate:

• Winter Park, FL 32789: Relocate before starting work (Required)

Work Location: In person

Salary : $55,000 - $75,000