Executive Assistant

Job Description

The Executive Assistant's duties will include handling incoming phone calls, setting meetings and appointments via phone and online, coordinating calendar and day-to-day scheduling logistics, planning and preparing for client meetings and events, information management (database and spreadsheet information upkeep), social media marketing, and assisting with general office duties and errands for Marsha Keller.

Your organizational skills and strategies will be essential to meeting my goals, helping build my professional reputation, selling my listings, cultivating a deeper relationship with my clients, improving efficiency with my clients who are looking to buy, and developing long-term relationships with past clients, agents, vendors, and potential customers.

Executive Assistant Duties (include, but are not limited to):

Supporting Marsha Keller's initiatives by managing Marsha's calendar, including making appointments and prioritizing the most sensitive matters.

Providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on Marsha's behalf.

Answer incoming phone calls, evaluate the needed response, handle routine issues based on predetermined protocols, and prioritize callbacks for Marsha.

Updating, maintaining, and reviewing client management databases and/or spreadsheets with information via systems designed to manage contacts, vendors, supplies, and more.

Assisting with events, including logistics, managing registrations, coordinating with vendors, creating itineraries, and ordering supplies.

Key Weekly Activities

• Manage Marsha's client management list, follow up with their needs, search for and schedule homes they want to see and work on cold and warm contact lists to get them on Marsha's hot list.

• Manage Marsha's listings by following up on past showings, identifying marketing items needed, and organizing bi-weekly marketing communications for sellers.

• Manage marketing posts on Marsha's social media.

• Set weekly goals in conjunction with master calendar(s)

• Track all communication – phone, email, appointments, etc.

• Set up an "Ideal Week" that blocks time for activities designed to reach goals.

• Create templates to handle routine or recurring questions/issues

• Stay in regular communication with Marsha

• Maximize Marsha's time to contribute to overall efficiency in her personal and professional life.

• Identify needed resources to accomplish tasks

• Schedule vendors as needed for Marsha’s clients

• Coordinate with Marsha as needed to support activities

Qualifications

• Communicates effectively with peers, superiors, customers, and vendors in written and verbal form

• Has a high level of discretion

• Has a Florida Real Estate License but has no desire to be a full-time Realtor

• Anticipates needs

• Ability to block out distractions and listen intently to the conversation that is occurring

• Excellent organizational and time management skills

• Analytical, results-oriented, and high achiever

• Knowledge of computers, email, calendar(s), contact management systems, navigating the internet and social media

• Career development and training focused

• Confident voice that represents the brand via phone, email, or other platforms

• Open to feedback

• Thrives in a fast-paced environment with constant change

• Willing to be held accountable for goals and results

Professional Responsibility

This position represents Marsha Keller and the Lisa Barton Team by:

• Modeling the commitment to excellence and high professionalism demonstrated by the team.
• Valuing the importance of building and maintaining relationships.
• Cultivating an inclusive and curious work environment.
• Is involved in ongoing self-assessment and refinement of practice in this position and collaborative professional growth.
• Participates in a regular evaluation process, including weekly 1:1s, 30-60-90 day performance check-ins, and an annual self-evaluation toward goals.
• Participates in professional development activities.
• Responsible for reading and adhering to the guidelines established by Marsha Keller and the Lisa Barton Team.
• Assists with team functions wherever required.

Hours and Compensation

This position is 10-20 hours per week, on a schedule determined in advance with Marsha Keller. Work location can be flexible, varying between home, the Lisa Barton Team suite at the Keller Williams Ponte Vedra Beach office location, Marsha's residence in Ponte Vedra Beach, and various meeting locations as decided in advance. Compensation for this role is $20 per hour (up to 20 hours), with bonuses.

Job Type: Part-time

Pay: $20.00 per hour

Expected hours: 10 – 20 per week

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Commute:

• Ponte Vedra Beach, FL 32082 (Required)

Ability to Relocate:

• Ponte Vedra Beach, FL 32082: Relocate before starting work (Required)

Work Location: Hybrid remote in Ponte Vedra Beach, FL 32082

Salary : $20