Real Estate Executive Assistant

Job description:

Real Estate Executive Assistant Job Type:

Full-time Pay:

$40,000 - $50,000

Annually Work Location:

In person / Local field support

Position Overview:

We are seeking a sharp, detail-oriented Executive Assistant to serve as the primary operational partner for a high-volume Real Estate Broker. This role is designed for a professional who enjoys managing the "behind-the-scenes" mechanics of a business—from the technical precision of a contract-to-close workflow to the data-driven research required for new listings. You will be the central point of contact for the Broker's operations, ensuring that every transaction is compliant, every marketing asset is polished, and every client experience is seamless. This position requires a naturally organized individual who finds satisfaction in keeping a complex, fast-paced office running at peak efficiency.

Core Responsibilities:

Transaction & Contract Management End-to-End Coordination:

Oversee transactions from initial contract drafting through successful closing.

Document Preparation:

Draft purchase agreements, addenda, and other forms as required.

Compliance Review:

Review all contracts for accuracy and ensure digital signature workflows (DocuSign) are executed correctly.

Showing Coordination:

Schedule property showings for buyers and coordinate access as requested by the Broker.

Deadline Tracking:

Monitor critical dates for inspections, financing, appraisals, and earnest money deposits.

Closing Liaison:

Coordinate directly with title companies and lenders to ensure all documentation and commission split details are finalized.

Listing & MLS Operations Listing Management:

Input and manage listings in BCAR and PAR MLS systems from entry to closing.

Content Creation:

Write compelling, Fair Housing-compliant listing descriptions and coordinate 3D tours and professional photography.

Due Diligence:

Gather HOA documents, rental histories, and property projections for prospective buyers.

Marketing Collateral:

Design flyers, postcards, and social graphics using Canva while maintaining strict brand consistency.

Field Logistics:

Coordinate the placement, maintenance, and removal of listing signage.

Data Management & Business Development Prospecting Research:

Utilize CRS Tax Data to pull ownership/mailing information for targeted direct mail and cold-call campaigns.

Database Auditing:

Build, clean, and standardize master ownership lists, ensuring LLC naming consistency and address accuracy.

Reporting Support:

Merge and audit spreadsheets to verify contact information for the Broker and Business Development Manager.

Marketing & Client Relationships CRM Maintenance:

Manage the Broker's client database, ensuring all records are updated post-closing for long-term retention.

Client Outreach:

Support annual client gifting, database-driven marketing, and direct mail distribution tracking.

Digital Presence:

Manage website content updates and digital marketing assets.

Office Operations Front Office:

Serve as the primary point of contact and receptionist, maintaining a professional office environment.

Agent Support:

Provide technical troubleshooting and onboarding assistance for affiliated agents.

Strategic Flexibility:

Perform additional duties and special projects as assigned to support the evolving needs of the Broker and the business.

Qualifications:

Licensure:

Alabama Real Estate License (Preferred).

Technical Proficiency:

Experience with DocuSign, Canva, and MLS (BCAR/PAR) is highly preferred.

Data Skills:

Strong ability to manage complex spreadsheets and extract data from tax records (CRS).

Communication:

Exceptional written and verbal communication skills for client and vendor relations.

Adaptability:

Ability to handle "full scope" support, ranging from high-level contract review to local brokerage errands.

Field Mobility:

Must have a reliable vehicle and a valid driver's license to perform local field tasks, including signage placement/removal and broker-related errands.

Job Type:

Full-time Pay:

$40,000.00 - $50,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person