22/08/2024
Job Title: Part-Time Executive Assistant
Job Description:
Overview: We are seeking a dynamic and proactive Part-Time Executive Assistant to join our Husband and Wife owned Real Estate team. This role is pivotal in ensuring smooth operations and supporting business owners by anticipating needs and providing top-tier service. The ideal candidate will be detail-oriented, punctual, and possess strong integrity and a positive attitude. This role requires working half the time at the owner's office and the other half remotely, with a flexible schedule.
Key Responsibilities:
1. Calendar and Appointment Management:
o Manage team calendar and schedules.
o Schedule and coordinate appointments and communication with clients, lenders, title companies, office staff, marketing specialists, contractors, and other agents.
2. Client and Transaction Coordination:
o Interface with the transaction coordinator to ensure smooth processes.
o Update clients on transaction statuses.
o Coordinate events and prepare materials for business owner appointments.
3. Database and CRM Management:
o Maintain and manage the database and CRM.
o Enter transactions and manage MLS.
o Manage DocuSign folders
o Manage Dropbox folders
4. Marketing and Communication:
o Prepare and print marketing materials.
o Create market updates and update online dashboards.
o Process photos, floor plans, virtual tour videos, and load videos to YouTube.
o Acquire Google reviews.
o Order print collateral
o Process mailings
o Create door knocking/hanging collateral
o Assist in door knocking/hanging activities
5. Office and Inventory Management:
o Order supplies and manage supplies inventories
o Manage lockbox inventory and placement/pickup.
o Manage sign placement, maintenance, and removal communication
6. Coordination and Follow-Up:
o Schedule showings and showing agents.
o Coordinate concierge service contractors and manage the preferred contractor directory.
o Process offers (received and rejected)
o Track listings
o Track pending offers
o Track time and activities
o Manage referral paperwork
o Enter clients into, and manage the collaboration center
o Create reports for clients and business owners
7. Event and Service Coordination:
o Coordinate closings
o Coordinate and plan team events
o Provide concierge services to clients
8. Additional Duties:
o Perform other duties as assigned to support business operations and growth.
Personal Attributes:
• Detail-oriented and persistent
• Punctual and reliable
• High level of integrity and pleasant demeanor
• Customer-centric and service-oriented
• Driven and proactive with a positive attitude
• Efficient and systematic
• Learning-based with a continuous improvement mindset
• Able to work independently and take initiative
• Innovative, forward-thinking, and resilient
• Flexible and strong-willed with grace
Other Requirements:
• Flexible schedule with the ability to work half the time at the owner's office and half the time remotely.
• Computer and technology access provided.
• Use of own phone and car required.
• Part-time position (20-30 hours per week) with a focus on supporting business owners and contributing to the growth and success of the business
• With business growth, this position can transition to a full-time position
• Wisconsin Real Estate Sales Person license and experience preferred, but not required
• Expanded responsibilities and bonus opportunities available for high performing individual
If you are a dedicated, forward-thinking individual who thrives in a dynamic environment and possesses the drive to grow and contribute, we invite you to apply for this exciting opportunity.
To Apply: Please submit your resume and a cover letter detailing your relevant experience and why you would be a great fit for this role. We look forward to hearing from you!
[email protected]
