Join Our Team as an Executive Real Estate Assistant!

We are seeking a highly organized and detail-oriented Executive Assistant to support our dynamic real estate team. The ideal candidate will manage administrative tasks, facilitate communication, and ensure the smooth operation of daily activities. This role requires exceptional multitasking abilities, excellent communication skills, and a proactive attitude.

Schedule and Availability:

• Must be reasonably available for occasional off-hours tasks, including evenings and weekends, to handle urgent matters and support the team.

$52,000 yearly potential bonus

• Oversee the broker’s schedules, team meetings, and travel arrangements
• Pay and input invoices on a regular basis for the broker
• Input information received about clients through streamlined database management
• Complete administrative duties, like picking up orders, or other tasks as needed
• Serve as a liaison between the managing broker and clientele

Key Responsibilities:

Administrative Support:

• Manage and maintain executive calendars, schedule appointments, and coordinate meetings
• Handle email communications, draft correspondence, and respond to inquiries promptly
• Organize and maintain electronic and paper filing systems

Transaction Coordination:

• Oversee the documentation process for real estate transactions
• Coordinate with clients, agents, lenders, and inspectors to ensure all transaction steps are completed
• Track deadlines and key transaction milestones, ensuring all parties are informed

Client Relations:

• Serve as the first point of contact for clients, providing excellent customer service
• Address client inquiries and escalate issues as necessary
• Prepare and send client communications, such as newsletters and updates

Marketing and Social Media Management:

• Assist in creating marketing materials, including flyers, brochures, and social media content
• Manage social media accounts, schedule posts, and engage with the community
• Track and analyze marketing campaign performance and report findings

Office Management:

• Order office supplies and manage inventory
• Coordinate office events, meetings, and team-building activities
• Ensure the office environment is organized and presentable

• Experience using word processing programs, spreadsheets and Multiple Listing Service
• 2-3 years experience providing administrative support in a personal assistant role, or similar
• Can work on deadline and handle private client information
• Excellent communication skills and organizational skills
• High school diploma or equivalent required

• Proven experience as an executive assistant or in a similar administrative role, preferably in real estate
• Strong organizational and time management skills
• Excellent verbal and written communication abilities
• Proficient in Microsoft Office Suite and familiar with real estate CRM software
• Ability to handle confidential information with discretion
• A proactive and resourceful approach to problem-solving

Hello, my name is Herbie, and I have been a licensed real estate broker and full-time agent since 1998, serving clients in Orange County and beyond. My family and I live in Irvine, where I am also actively involved in the community. In addition to owning and managing multiple real estate properties, I coach 3rd-grade basketball at Stonegate Elementary School. As a coach, I am passionate about teaching young athletes teamwork, leadership, and sportsmanship and helping them develop a love for the game. With my extensive experience as a licensed broker and my MBA education in real estate, I specialize in helping buyers make informed decisions and sellers attain the highest net return for their real estate properties. #HerbieTheHouseHunter