Executive Assistant

New York City, NY
December 17, 2024
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Job Description

The Position:

We are looking for a highly organized, proactive Executive Assistant to support one of our top teams at The Agency. This position requires outstanding organizational skills, the capability to manage multiple priorities effectively, and fluent communication. The ideal applicant will possess a robust background in real estate operational, coupled with a sharp ability to foresee needs and offer solutions that boost productivity and efficiency.

What You’ll Do:

Administrative Support:

  • Manage daily schedules and calendars to ensure optimal organization of your agents’ commitments.
  • Efficiently handle email communications, prioritizing urgent messages and maintaining a streamlined inbox.
  • Prepare and disseminate daily and end-of-day summaries of tasks and priorities to ensure alignment and focus.

Client and Lead Management:

  • Actively manage new leads by adding them to CRM platforms and setting up listing alerts, ensuring a personalized follow-up strategy.
  • Communicate with potential buyers, renters, and their agents to gather feedback and maintain engagement.
  • Oversee inquiry response mechanisms to maintain exceptional service standards.
  • Organize lead workflow to ensure all leads are put on automatic nurturing plans and followed-up with appropriately.

Marketing and Communication:

  • Collaborate with marketing to create and distribute content for listings, open houses, and other promotional activities.
  • Coordinate the production and dissemination of weekly and monthly newsletters and market updates, enhancing brand visibility and client engagement.
  • Oversee your agents’ digital presence across multiple platforms to ensure brand visibility and consistency.

Event and Showing Coordination:

  • Schedule and organize showings, open houses, and other events, ensuring smooth operation and excellent presentation.
  • Liaise with property owners and prospective clients to confirm appointments and provide timely reminders.

Transaction and Database Management:

  • Monitor and update transaction details across various platforms, ensuring accuracy and timeliness, while also taking the lead in pushing the administrative components of all transactions forward to ensure continuity and efficiency throughout the process.
  • Maintain and update contact databases, ensuring that marketing campaigns are effectively targeted and managed, and that all transaction-related communications are streamlined and effective. 

Who You Are:

  • B.A / B.S degree or equivalent experience
  • Proven track record of success as an operations lead on a real estate team.
  • At least two years of recent NYC real estate experience, including a valid real estate license.
  • Strong command of CRM tools and real estate platforms. Follow-up Boss experience preferred.
  • Excellent communication skills, with proficiency in managing digital communication platforms.
  • Ability to manage complex schedules and prioritize tasks effectively.
  • A commitment to discretion, confidentiality, and professionalism.
  • Ability to own small tasks and large projects and bring them to an efficient close. 

Compensation: 

Base Salary – $70,000-$80,000/yr + bonus opportunities.