Real Estate Executive Assistant

3 weeks ago

Santa Barbara, United States Taryn Martin Real Estate Full time
Job DescriptionJob Description

We’re hiring a driven Real Estate Executive Assistant to support the lead agent and carry out basic administrative tasks. Your job will be a combination of Marketing, Business Development, General Admin, and Client Management. Candidates should be quick problem solvers, extremely organized, and have some experience in a relevant field. If you think you’d be a great fit, apply today

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

You are... (and your colleagues know that you are): 

  • Meticulous in all of your work. Your passions include dotting all “i’s” and crossing all the “t’s”. 
  • Clean. Your desk is so clean and tidy that they aren’t even sure you showed up at work today (but you did) 
  • Well-dressed. 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. 
  • Kind. You treat everyone in the office like they may one day be your boss. Regardless of their title or salary, you treat them politely, and professionally, smile and make eye contact when speaking to them. 
  • An effective communicator. You write emails and communicate with colleagues and clients in a way that would make your parents proud.

To apply, please include a cover letter sharing the top 5 things about your personality, skills, and/or past work experience that you feel are critical to support a real estate agent’s business. 

Compensation:

$22 - $29 hourly

Responsibilities:

1. Marketing and Business Development - 70%

  • Manage all business marketing efforts to ensure business plans are being followed. 
  • Organize all mailers, print ads, and brochures.
  • Maintain and follow social media content calendar.
  • Create, edit, and disseminate social media content. 
  • Manage client relationship management system. 
  • Create and update buyer and seller packages. 
  • Manage and update agent website(s), blog(s), and online listings. 
  • Assist agent in managing social media presence. 
  • Track all online business sources.
  • Maintain marketing cost records. 
  • Regularly request client testimonials for websites, social media, and other marketing materials. 
  • Coordinate and implement agent marketing videos and property videos online and database campaigns.
  • Create and distribute weekly digital newsletter campaigns.
  • Communicate regularly with the corporate marketing department to ensure all listing and agent-related information is updated.

2. General Administrative Duties - 15%

  • Oversee all aspects of the administration of the agent’s business. 
  • Ensure that all agent activities are limited to listing property, showing property, negotiating contracts, and lead generation.
  • Maintain all systems for sellers, buyers, client database management, lead generation tracking, and all office administration. 
  • Coordinate the purchasing of any office equipment, marketing materials, and any other business-related supplies and materials. 
  • Maintain 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 hires. 
  • Hold agent(s) accountable for conducting all agreed-upon lead generation activities. 
  • Follow checklists to ensure systematic completion of tasks.
  • File and office organization.

3. Active Client Management Duties - 15%

Pre-Listing to Contract to Close:

  • Assist in all aspects of seller and buyers’ transactions from initial contact to agreement. 
  • Assist with coordinating with sellers for all home photos, staging, repairs, cleaning, signage, lockbox, showing logs and access requirements, and marketing activities. 
  • Arrange some documents for signatures. 
  • Submit new transaction documentation to the office broker for file compliance.
  • Organize showings and obtain feedback. 
  • Organize all public open houses.
  • Enter all listing information into MLS and websites. 
  • Log necessary information into client relationship management program and transaction management systems. 
  • Manage all listing marketing efforts to ensure the marketing plan is followed.
  • Log all efforts into the client marketing report.

Post-firm sale:

  • Assist in all aspects of buyer and seller transactions from purchase agreement to closing. 
  • Communicate with buyers and sellers throughout the transaction to ensure they are current.
  • Schedule home inspections and repairs.
  • Schedule, coordinate, and perhaps attend to closing-related issues. 
  • Input all client information into the client database system, including future addresses. 
  • Coordinate closing gifts.
Qualifications:
  • Real estate experience preferred but not required
  • Can work on deadline and handle private client information
  • High school diploma or G.E.D. required
  • Able to effectively communicate to clients and other team members in a timely manner
  • 2-3 years experience as an executive assistant or administrative assistant
About Company

Taryn Martin is a top agent with Sotheby's International Realty. Our team is dedicated to providing our clients with an excellent experience from start to finish of their home sale or purchase. We embrace technology and provide our clients with a platinum level of customer service, communication, and efficiency.

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