Executive Assistant

2 weeks ago

Murfreesboro, United States K.Lowe Team with Compass RE Full time

Job Title: Executive Assistant 


Job Summary: We are seeking a highly organized and proactive Executive Assistant to support our real estate agent in managing day-to-day operations. The ideal candidate will be adept at multitasking, possess excellent communication skills, and have a keen eye for detail. The Executive Assistant will play a pivotal role in facilitating smooth interactions with clients and agents, coordinating transactions, providing marketing insights, and ensuring efficient office management. 

Responsibilities: 

1. Client Communication: Engage in regular communication with clients via text, phone calls, and emails to provide updates, gather feedback, and address inquiries promptly and professionally.

2. Transaction Coordination: Track paperwork, deadlines, and milestones for real estate transactions, ensuring all documentation is completed accurately and on time. 

3. Feedback/Marketing Listing Insights: Provide regular updates to clients, including detailed showing feedback and valuable marketing insights, to ensure transparency and enhance their understanding of market trends and property performance." 

4. Client and Vendor Scheduling: Manage communication and scheduling with clients and vendors, coordinating appointments, meetings, and property showings efficiently.

5. Agent Support: Assist agents by answering questions related to listings, transactions, and client inquiries, offering support and guidance as needed. 

6. Point of Contact for New Constructions: Serve as the primary liaison between the team and construction superintendents for new construction projects, facilitating communication and ensuring smooth progress. 

7. Database Management: Maintain and update databases with client information, transaction details, and other relevant data to ensure accuracy and accessibility. 

8. Client Gifts: Order and organize client gifts in relation to transactions, demonstrating appreciation and fostering positive relationships. 

9. Digital File Management: Update and organize documents and files in Google Drive, ensuring easy access and proper organization. 

10. Calendar Management: Manage the executive's calendar, scheduling appointments, meetings, and events efficiently, and sending reminders as needed. 

11. Email Management: Monitor and respond to emails in a timely and professional manner, sorting and prioritizing messages accordingly. 

12. Office Supplies: Track inventory of office supplies, order replacements as needed, and ensure the office is well-stocked at all times. 

13. Errand Running: Handle various errands such as visiting the post office, picking up supplies, or running other office-related tasks as required. 

14. Third-Party Account Management: Manage accounts on platforms such as CINC, Boomtown, Zillow, and Quadient, ensuring accurate information and smooth operation. 

15. Expense Tracking and Vendor Payments: Track expenses, reconcile accounts, and process payments to vendors in a timely manner, maintaining financial records accurately. 16. Marketing Coordination: Collaborate with the marketing team to coordinate transaction updates and ensure consistent messaging across all marketing channels. 

17. Meeting Attendance: Attend weekly team meetings to provide updates, discuss ongoing projects, and collaborate with team members to achieve common goals.


The ideal candidate will embody the following characteristics : 

● Complex Problem-Solving: Ability to analyze complex situations, identify key issues, and develop effective solutions to overcome challenges in a dynamic work environment.

● Self-starter: Proactive and motivated individual who can take initiative and work independently with minimal supervision, while also knowing when to seek guidance or clarification.

● Not Afraid of Phone Calls: Comfortable and confident in making and receiving phone calls, with excellent verbal communication skills and the ability to engage effectively with clients, vendors, and team members over the phone. 

● Attention to Detail: Meticulous and thorough in handling tasks, with a keen eye for detail to ensure accuracy in paperwork, data entry, and communication with clients and partners.

● Patient: Ability to remain calm and composed under pressure, with the patience to deal with 

challenging situations or demanding clients in a professional and courteous manner.

● Able to Keep Up in a Fast-Paced Environment: Adaptable and resilient individual who thrives in a fast-paced environment, capable of managing multiple tasks and priorities simultaneously without sacrificing quality or accuracy. 

● Sociable/Friendly: Outgoing and personable demeanor with strong interpersonal skills, fostering positive relationships with clients, colleagues, and external partners through friendly and approachable communication. 


Requirements: 

● Previous experience as an executive assistant, administrative assistant, or similar role, preferably in the real estate industry. 

● Excellent communication and interpersonal skills, with the ability to interact professionally with clients, agents, and vendors. 

● Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines effectively. 

● Proficiency in Microsoft Office Suite, Google Suite, and other relevant software.

● Attention to detail and accuracy in data entry and paperwork management. 

● Ability to maintain confidentiality and handle sensitive information with discretion.

● Flexibility and adaptability to work in a fast-paced and dynamic environment.

● Valid driver's license and reliable transportation for running errands. 

● Bachelor's degree preferred, but not required. 


Note: This job description outlines primary responsibilities and requirements but is not exhaustive. The Executive Assistant may be required to perform additional duties as needed to support the team's objectives.



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