As an Executive Assistant for our Real Estate Team, you will be responsible for providing high-level administrative support to our agents. Your duties will include managing schedules, coordinating meetings, handling correspondence, and assisting with various projects to help streamline operations. Responsibilities: -Efficiently manage calendars, including scheduling appointments and meetings - Assist with organizing and coordinating events, both internal and external - Handle data entry tasks and maintain accurate records - Conduct proofreading and editing of documents as needed - Act as a liaison between executives and internal/external stakeholders - Assist with project coordination and follow-up on action items - Manage incoming communications, including emails and phone calls - Utilize DocuSign for document processing - Provide personal assistant support as required - Perform clerical tasks such as filing, scanning, and photocopying Skills: - Proficient in calendar management software - Strong organizational skills with attention to detail - Ability to multitask and prioritize tasks effectively - Experience with QuickBooks or similar accounting software is a plus - Excellent communication skills, both written and verbal - Proficiency in event planning and coordination.
If you are a proactive individual with exceptional organizational skills and the ability to handle multiple tasks efficiently, we invite you to apply for the Executive Assistant position with our team.
Daily task/expectation
- Check emails as soon as work day starts
- Check calendar as soon as work day starts
- Update any calendar changes or additions
- Make note/screenshot any unanswered emails from the previous day
- Answer those emails
- Update daily task sheet(hourly planner)
- Make any Canva graphics for any properties that had a status change
- Send congrats email to any buyers who got under contract
- Send docs to title company and lender
- Close any listings in Flex
- Input any new listings provided
- Send out any documents for new contracts
- Check Opportunities inside command, check documents in command/dotloop
- Manage the Brivity database for getting new leads and converting the leads toappointments and pendings
- Coordinate any inspections
- Coordinate closings - make sure clients are aware of closing time day and location,always mention they need an updated photo ID that isn’t expired
Weekly expectations
- Communicate once a week
- Provide local market numbers to team lead by Monday all under contract clients at leastonce
- Transaction updates
Monthly expectations
- Check closings on MLS, Zillow and command (make sure closing anniversary is added)
- Get me the next months anniversary list so i can mail out a Starbucks gift card on the30th of the previous month.
- Projects
- Client events
Transaction Coordination
● Realtor Information Sheets from Title Company
● Welcome email to UC clients
● Intro Text to Co-op Agent
● Scheduling Inspections
● Obtaining repair quotes
● Addendum paperwork
● Earnest Money handling
● Command management
● Follow up plan for post closing
● Dotloop compliance managementTeam Accountability
● Weekly Team Meetings (in person Thursday 9am), Zoom on Monday at 10am
● Tracking goals and numbers for agents
● Market Numbers
● Daily check ins and reporting when needed
● Updating Checklist and Calendar
● Scheduling for Team Leader when needed
● Email Management for Team Leader
MLS management
● Input listings
● Scheduling Listing Photos
● Showing Request Management
● Listing maintenance - closing out listings, status changes, etc..Closings/ Payment
● Attend closings(if needed) - Prepare closing gifts, closing package(vendor list, thank you letter, etc..
● Commission review and input - KW command
● Send out Thank You Email with Client Review Post closing
● Sign and lockbox removal
Marketing
● Monthly newsletter, prepared by the 1st of every month and goes out by the 15th inconstant contact
● Monthly P&L – Team Leader does this, you will assist on gathering docs if ever needed
● Database management
Lead Generation / follow up / Conversion
● Database management in Command
● Inputting new leads into Command
● Setting appointments
● Inviting SOI to Client Events
● Client Events Planning and Prep
● Developing process
Job Type: Part-time
Pay: $1,000.00 - $2,000.00 per month
Expected hours: 15 – 25 per week
Benefits:
- Flexible schedule
- Professional development assistance
Schedule:
Experience:
- Canva: 1 year (Preferred)
Work Location: Hybrid remote in Richmond, KY 40475