Real Estate Executive Administrative Assistant

Join Our Team as an Exceptional Administrative Assistant!Are you an organizational guru with a passion for creativity and a drive to succeed? We're seeking a dynamic Administrative Assistant to join our team and become an integral part of our success story!Here's what we're looking for:Organization Expert: Your attention to detail is unmatched, and you thrive in maintaining order amidst chaos. From managing calendars to streamlining processes, you excel in keeping everything running smoothly.Creative Mindset: Bring your innovative ideas to the table! We value creativity and fresh perspectives, and we want someone who isn't afraid to think outside the box to solve problems and enhance our workflow.Ambitious Attitude: Success is your middle name! You're driven to achieve your goals and exceed expectations. Whether it's taking on new challenges or setting personal milestones, you're always aiming higher.Why Join Us?Collaborative Environment: Work alongside a supportive team that values your input and encourages growth.Opportunity for Advancement: We believe in investing in our employees' futures. As you excel in your role, there will be ample opportunities for career development and advancement.Innovation at its Core: Be part of a team & company that embraces innovation and values creative thinking. Your ideas will be heard and valued as we work together to shape the future.If you're ready to take your organizational skills, creativity, and ambition to the next level, we want to hear from you! Don't miss out on this exciting opportunity to join a team where you can thrive and succeed. Apply now, and let's embark on this journey together!Responsibilities:Coordinate schedules to ensure optimal open houses and final walkthroughs, travel arrangements, and general appointmentsParticipate in training sessions to improve skills with administrative tasks in the real estate industryAssist the real estate team in facilitating local events to foster connection to people in the neighborhoodComplete paperwork for all real estate transactions in a timely manner to ensure a deal is closed as quickly as possibleSupervise production of all online marketing materials as well as brochures and flyers for events to professionally represent the real estate teamDeliver concierge-level customer service to sellers, buyers, and lenders, to improve customer satisfaction ratingsAchieve company objectives and regularly compile a progress report to present to the teamTrack important dates and time limits for transactions and notify relevant stakeholders as neededGeneral Administrative DutiesOversee all aspects of the administration of the agent's businessCreate and manage all systems for sellers, buyers, client database management , lead generation tracking , lead follow-up, and all office administrationCoordinate the purchasing of any office equipment, marketing materials, and any other business-related supplies and materialsCreate and update a business operations manual and all job descriptions/employment contracts for any future hiresManage the hiring, training, and ongoing leadership of all future team membersHold agent(s) accountable for conducting all agreed-upon lead-generation activitiesEnsure that all agent activities are limited to listing a property, showing a property, negotiating contracts, and lead generationActive Client Management DutiesPrior to the firm saleOrganize all listing materials: pre-listing presentation, Listing Agreement, sellers' disclosures, comparative market analysis, pull online property profiles, research old multiple listing service (MLS) listings, etc.Coordinate with sellers for all home photos, staging, repairs, cleaning, signage, lockbox, access requirements, and marketing activitiesArrange all documents for signatures on the listing agreement, disclosures, and other needed documentation, and review for accuracySubmit all essential documentation to the office broker for file compliancePresent weekly updates to sellers regarding showings, marketing activities, and a market snapshotOrganize all public open housesEnter all listing information into MLS and websitesInput all necessary information into the client relationship management program and transaction management systemsPost firm saleOversee all aspects of buyer and seller transactions from the purchase agreement to closingCoordinate with mortgage agents and appraisersSchedule home inspections and repairsSubmit all documents to the office broker for file complianceSchedule , coordinate, and attend to closing-related issuesInput all client information into the Compass client database system, including future addressesSchedule 30, 90, and 120-day client customer service follow-up calls to assist with any home improvement provider recommendations and to ask for referralsMarketing and Business DevelopmentManage the client relationship management systemCreate all buyer and seller packagesCoordinate the preparation of all listing and open house flyers, graphics, signage, and all other marketing materialsManage and update agent website(s), blog(s), and online listingsAssist the agent in managing social media presenceTrack all online business sourcesPlan all client and vendor appreciation eventsRegularly request client testimonials for websites, social media, and other marketing materialsCoordinate and implement agent marketing videos and property videos online and database campaignsQualifications:Possesses a basic understanding of Microsoft Word, Excel, PowerPoint, and customer database systemsCommunicates well, both verbally and writtenMust live locally to Winchester, MAMicrosoft Office savvy (required)Customer Relationship ManagementReal estate industry experience (or financial, mortgage, or insurance industries)Social media savvyCanva and other cool and useful free online toolsGoogle AppsVideo creationComfortable in front of the camera (you will be sending videos to Clients)Available on Evenings and Weekends-periodicallyReal Estate license preferred but not requiredAbout Company:Why Join Our TeamOur team is a top-performing, relationship-driven real estate group serving Greater Boston and the North Suburbs, focusing on the Winchester/Lexington area, with a reputation for high standards, collaboration, and consistent growth. We run a fast-paced, high-volume business that balances strong systems with a warm, client-first approach, and we take pride in supporting one another the same way we support our clients. If you're looking for a place where your work truly matters, your ideas are welcome, and you can grow alongside a trusted, established team, you'll feel at home here.Client Focused-Results Driven