Real Estate Executive Assistant Position Available In St. Johns, Florida

Real Estate Executive Assistant Niki Sparks & Team LLC Saint Augustine, FL 32086 • Hybrid work Are you the ultimate organizer, possess extreme attention to detail, a systems guru, and someone who thrives in a fast-paced, dynamic environment? Our growing real estate team is looking for a powerhouse Executive Assistant to serve as the right hand to the Team Lead and a critical driver of our behind-the-scenes operations. This is a high-impact role where you’ll bring structure, efficiency, and innovation to every corner of the business. The ideal candidate is a proactive problem-solver, excellent communicator, and tech-savvy operations master who is passionate about helping others succeed. You’ll be empowered to build systems, streamline processes, and act as a trusted gatekeeper for the leadership team. A passion for real estate is a MUST!

Key Responsibilities:

Administrative & Operations Management Manage the Team Lead’s calendar, inbox, and daily schedule with efficiency and professionalism. Build, implement, and oversee systems for listings, transactions, database management, back-office support, and more. Draft and send documents for electronic signatures. Maintain an up-to-date Operations Manual to document procedures and ensure consistency across the team. Coordinate team travel and training schedules. Sales & Listing Support Track productivity and hold the team accountable to performance goals. Schedule appointments, inspections, staging, and photoshoots for listings. Manage showing feedback, coordinate open houses, and maintain marketing materials. Prepare listing presentation materials and client communications. Marketing & Creative Support Create marketing content and graphics using Canva for social media, flyers, and postcards. Manage and monitor social platforms including Instagram, Facebook, and TikTok. Coordinate and plan client appreciation events, pop-bys, and marketing campaigns. Ensure the website is up to date and properly maintained. Client Experience & Communication Serve as the first point of contact for customer inquiries or concerns. Build meaningful relationships with clients and vendor partners. Deliver exceptional service that enhances the client experience at every touchpoint. Systems & Growth Audit and evaluate systems regularly for efficiency and scalability. Maintain and optimize team filing systems and databases. Stay up to date with industry trends, real estate policies, and growth opportunities. Act as the integrator between vision and execution for the team lead.

What We’re Looking For:

Exceptionally strong written and verbal communication skills. Ability to juggle multiple projects, manage interruptions, and stay laser-focused. High attention to detail with a “right the first time” mindset. Comfortable with Apple software and platforms like Canva, Instagram, Facebook, and TikTok. Calm under pressure, eager to learn, and energized by change. A service-first attitude and a strong sense of ownership.

Bonus Points:

Obsessed with real estate. Graphic design skills and a creative eye for visual content. Understanding of CRM systems or marketing automation tools. Ready to Apply? If you’re a systems-thinker who loves supporting a high-performing team and thrives on bringing structure to chaos, we want to hear from you! with your resume and a brief message telling us why you’re the perfect fit.

Job Type:

Full-time Pay:

$45,000.00 – $60,000.00 per year

Schedule:

8 hour shift

Experience:

Real Estate:

2 years (Required)

License/Certification:

Real Estate License (Preferred)

Work Location:

Hybrid remote in Saint Augustine, FL 32086