Real Estate Executive Administrative Assistant

We recommend that you read the entire job posting before applying.

Please complete the DISC Assessment when applying.

Your colleagues know:

• You are meticulous in all of your work. Your passions include dotting all “I’s” and crossing all “t’s.”
• Your desk is so clean and tidy that they aren’t even sure you showed up at work today?! (But you did!)
• You take pride in your personal appearance. While you may not own the latest edition of Vogue Magazine, you dress for the job you want and you always assume that you may have in-person contact with a Client any day of the week.
• You treat everyone in the office like they may one day be your boss. Regardless of their title or salary, you treat them politely, professionally, smile and make eye contact when speaking to them.
• You write emails and communicate with colleagues and clients in a way that would make your parents proud.
• You are the go-to person when anything needs to be streamlined, organized and made more efficient. You have a keen ability to get from point A to B with the least amount of zigging and zagging possible.
• You bring a high level of energy to your work. You can work quickly and somehow not make any mistakes.
• But IF you do make a mistake, you own it, correct it and learn from it.
• You form positive relationships with colleagues and clients. You may not be super “bubbly,” “chatty Cathy” or an “influencer.” However, people immediately sense that you are dependable, trustworthy and consistent.
• While you’re not the one to create chaos… You are able to work efficiently while it surrounds you and able to lasso it in like a seasoned cowboy (or cowgirl). Heads up: real estate agents are known to be “fly by the seat” type personalities…
• You've been coloring “inside the lines” all your life. You prefer to not break rules and quite enjoy order and predictability.
• BUT you’re fun! Boring people who don't think these 12 points are the funniest thing they’ve read all day should not apply.
• This will start out as an hourly position, which will definitely grow into a salary based position with bonus structure payment. This position does not provide health care benefits.

$17 - $23 per hour

• Perform office management duties such as organizing filing systems and ordering office equipment and supplies
• Be the main point of contact for high-level executive
• Support an executive with meeting preparation and take minutes
• Manage schedules including itineraries, travel arrangements, and team meetings
• Screen incoming information from messages, phone calls, voicemails, memos, and emails, compile information, and report to an executive

• Oversee all aspects of the administration of the agent’s/team’s business
• Create and manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up and all office administration
• Maintain all agent financial systems, profit and loss statements, bill payment, budget(s), bank accounts, and business credit card(s)
• Coordinate the purchasing of any office equipment, marketing materials and any other business-related supplies and materials
• Continue to update a business operations manual and all job descriptions/employment contracts for any future hires
• Manage the recruiting, hiring, training and ongoing leadership of all future administrative & team hires
• Hold agent(s) accountable for conducting all agreed-upon lead generation activities
• Ensure that all agent’s activities are limited to listing property, showing property, negotiating contracts and lead generation

Active Client Management Duties
Prior to sale

• Run all aspects of seller and buyer transactions from initial contact to Agreement
• Organize all listing materials: pre-listing presentation, Listing Agreement, sellers’ disclosures, comparative market analysis, pull online property profile, research old multiple listing service (MLS) listings, etc.
• Coordinate with sellers for all home photos, staging, repairs, cleaning, signage, lockbox, access requirements and marketing activities
• Arrange all documents for signatures on listing agreement, disclosures and other needed documentation and review for accuracy
• Submit all essential documentation to office broker for file compliance
• Organize showings and obtain feedback
• Present weekly updates to sellers regarding showings, marketing activities and a market snapshot
• Organize all open houses
• Enter all listing information into MLS and websites
• Input all necessary information into client relationship management program and transaction management systems

Post sale

• Oversee all aspects of buyer and seller transactions from purchase agreement to closing
• Coordinate with mortgage agents and appraisers
• Schedule home inspections and repairs
• Submit all documents to office broker for file compliance
• Schedule, coordinate and attend to closing related issues
• Input all client information into client database system, including future address
• Schedule 30, 90 and 120-day client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals

Marketing and Business Development

• Manage client relationship management system
• Create all buyer and seller packages
• Coordinate the preparation of all listing and open house flyers, graphics, signage and all other marketing materials
• Manage and update agent website(s), blog(s) and online listings
• Assist agent to manage social media presence, including tracking
• Track all online business sources
• Plan all client and vendor appreciation events, as well as marketing campaigns
• Regularly request client testimonials for websites, social media and other marketing materials
• Coordinate and implement agent marketing videos, property videos online and database campaigns

• Must have graduated high school or received an equivalent certificate of completion
• Experience handling confidential information and adhering to strict deadlines
• Experience using Microsoft Office
• Impeccable time management skills, organizational skills, interpersonal skills, and communication skills
• 2+ years performing supportive duties in a personal assistant or executive assistant role, or similar

Ideal Skills and Experience

(Please apply even if you don’t have all achieved)

• Microsoft Office savvy (required)
• Customer relationship management
• Real estate industry experience (or financial, mortgage or insurance industries)
• Social media savvy
• Canva and other cool and useful online tools
• BombBomb
• Google apps
• Video creation
• Comfortable in front of camera (you will be sending videos to Clients)
• Note that this position does not include health insurance benefits
• Please complete DISC after submitting your application (you will receive an email to complete this assessment after submitting your application).

High producing, growth-minded real estate team in Central Ohio. The team is looking to add 4 agents in 2024. They specialize in residential homes and condos, relocation, new construction, first-time buyers, golf course communities, rural properties, land, and investment properties, They are a multi-million dollar producing team helping hundreds of clients. Their service area encompasses a large majority of the Central Ohio/Columbus market, as well as surrounding counties. They are very active in the community and give back on many levels, including fundraising. They have a strong, positive team culture and support each other.