Executive Assistant to Real Estate Agent

**Job Title: Executive Assistant**

**Date: September 16, 2024**

**Summary of Position**

The Executive Assistant's primary role is to provide administrative and operational support to the real estate agent, ensuring smooth daily operations. Responsibilities include managing schedules, coordinating transactions, overseeing marketing efforts, and handling client communication. By optimizing the agent's workflow and acting as a key liaison with clients and vendors, the Executive Assistant enhances productivity and helps drive business growth.

**Duties and Responsibilities**

**1. Administrative Support**:

- Manage and maintain the real estate agent's schedule, including appointments, meetings, and travel arrangements.
- Prepare and organize contracts, forms, and other legal documents related to real estate transactions.
- Maintain organized filing systems for both digital and paper documents.
- Manage client databases and update CRM software with new leads, contacts, and transaction progress.

**2. Transaction Coordination**:

- Assist with the coordination of all stages of real estate transactions, including managing timelines and ensuring deadlines are met.
- Communicate with buyers, sellers, title companies, mortgage brokers, and other involved parties to ensure smooth closings.
- Prepare and review transaction documents, ensuring accuracy and completeness.
- Track and ensure proper documentation for compliance with local and state regulations.

**3. Marketing and Social Media**:

- Assist in the creation and management of marketing materials, such as property listings, brochures, and flyers.
- Update and maintain the real estate agent's website and social media platforms with new listings, blogs, and promotional content.
- Coordinate property photoshoots and virtual tours, and manage online listing platforms.
- Analyze social media engagement and suggest improvements to increase visibility and client outreach.

**4. Client Relations and Communication**:

- Serve as the first point of contact for clients, providing information and assistance as needed.
- Manage client relationships by following up on inquiries, scheduling property showings, and maintaining regular communication.
- Assist with open houses and other client-related events, ensuring everything runs smoothly.

**5. Research and Reporting**:

- Conduct market research to assist the agent in pricing strategies, competitive analysis, and understanding current real estate trends.
- Prepare reports and presentations for client meetings and property evaluations.
- Track and report on key metrics, such as lead generation, sales performance, and marketing campaign results.

**6. Event and Meeting Coordination**:

- Plan and organize real estate events, client meetings, and networking functions.
- Coordinate logistics for open houses, property tours, and other promotional events.
- Prepare meeting agendas, take notes, and ensure follow-up on action items.

**7. Miscellaneous Tasks**:

- Handle personal errands and tasks for the agent as needed to free up their time for real estate activities.
- Manage office supplies, equipment, and ensure the work environment is well-organized
- Improve Workflow: Create and implement systems to streamline daily tasks, ensuring everything runs smoothly.
- Day-to-Day Support: Tackle daily operational tasks that may change frequently, adapting to the evolving needs of the business.
- Create SOPs for all systems and processes within the business.

**REQUIRED KNOWLEDGE, SKILLS AND EXPERIENCE**
- **Positive & Self-Motivated**: You are driven, proactive, and excited about tackling challenges.
- **Detail-Oriented**: You love getting the small details right and thrive on keeping things organized.
- **Tech-Savvy**: You can quickly adapt to new tools and technologies, and enjoy automating workflows.
- **Problem Solver**: You’re always thinking ahead, looking for ways to solve problems and improve processes.
- **Client-Focused**: You genuinely care about client satisfaction and work to ensure they have an excellent experience.
- **Goal-Oriented**: You set goals and stay focused, seeing tasks through to completion.
- **Confident**:You are confident in your abilities to perform tasks at a high level.
- **Executive assistant experience is a must. **Real estate experience is not.

**Working Conditions**

**Location**: Hybrid/Remote

**Time**: Monday to Friday. Part time hours. Working hours of the day can be negotiated.

**Job Type**: Part-time

Pay: $30.00-$40.00 per hour

Expected hours: 5 - 25 per week

Additional pay:

- Bonus pay

**Benefits**:

- Flexible schedule

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday
- Weekends as needed

**Education**:

- Secondary School (preferred)

**Location**:

- Calgary, AB T2T 0E3 (required)

Work Location: Hybrid remote in Calgary, AB T2T 0E3

Expected start date: 2024-10-01