Our client is seeking a professional and proactive Executive Operations Assistant to oversee daily operations in their luxury real estate office. This critical role ensures seamless business operations, exceptional client and agent support, and full coordination and execution of team-sponsored events — all while maintaining a polished office environment that reflects the sophistication of their brand.

The ideal candidate is detail-oriented, resourceful, and anticipates the needs of a luxury real estate office managing high-value sales, leasing, marketing, and exclusive community events.

Qualifications:

• Previous experience in real estate office administration, luxury hospitality, or executive support.

• Strong organizational, time management, and multi-tasking skills.

• Proficiency with Microsoft Office Suite, Google Workspace, CRM systems, and transaction software.

• Professional appearance and polished communication skills.

• Ability to work independently, exercise discretion, and maintain confidentiality.

• Marketing and design skills (e.g., Canva, Adobe, or similar platforms).

• Licensed real estate agent is a plus.

Personal Attributes:

• Proactive and solutions-oriented.

• Highly detail-driven with strong follow-through.

• Team-oriented but capable of working independently.

• Confident, approachable, and professional in appearance and demeanor.

• Passion for luxury real estate and client service excellence.

Duties and Responsibilities:

Transaction & File Management

• Maintain compliance-ready transaction files from listing to close.

• Track escrow timelines, disclosures, and required documents.

• Manage leasing portfolio, listings, and contracts.

• Maintain and update a Google Docs timeline for the lease listings portfolio, clearly noting monthly availability for each property.

Business Operations & Finance

• Prepare and track commission reports, invoices, and expense reports.

• Coordinate weekly Open Houses:

  • Schedule and input days/times into the MLS.

  • Advertise through Constant Contact, Facebook, and Instagram.

  • Manage logistics with agents, guard gate, and placement of open house signs.

• Manage and maintain inventory of For Sale, Open House, and For Lease signs, ensuring proper signage and lockboxes are available at all times.

• Keep inventory of listing brochures and marketing materials.

• Maintain a clean and organized office environment daily.

• Assist with financial oversight, budgets, and vendor payments.

• Maintain proper check-in, logging, and accounting for any lease checks received at the office.

• Maintain accurate records for accounting, vendors, and reporting.

Marketing & Communications

• Create, design, and distribute postcards, flyers, and digital marketing collateral.

• Manage mailing lists and coordinate direct-mail campaigns.

• Coordinate and execute team-sponsored events, including planning, logistics, vendor communication, and on-site management.

• Ensure brand consistency across all marketing channels and community presence.

Office Management

• Oversee office supply inventory and maintain a highly organized supply room.

• Manage phone calls, front desk inquiries, and visitor reception.

• Organize and document weekly office team meetings.

• Promote a professional, positive, and collaborative office culture.

• Maintain strong professional relationships with Club and HOA management.

Agent & Staff Support

• Provide onboarding support for new agents, including systems setup and training.

• Serve as the first point of contact for agent and client needs.

• Anticipate and address future operational needs/issues and report to management.

• Assist with property inventory, termite inspections, and repair coordination with vendors.

• Support agents with client reviews and service follow-up.

Full-time

Pay = $27