Executive Assistant – Real Estate Focus

Role Overview

• Manage the entire property marketing process, including creating and maintaining listings on MLS, LoopNet, CoStar, Zillow, and other online platforms.
• Regularly update and maintain the inventory of all commercial and residential units across the online platforms.
• Ensure that all listings are fully uploaded, accurate, and consistently updated with the correct pricing, availability, and status.
• Coordinate photography, videography, and floor plans to guarantee professional-quality listing presentations.
• Create marketing materials such as flyers, email campaigns, and social media content, or work with external designers and printers to produce these materials.
• Maintain uniform branding across all public-facing materials to ensure consistency.
• Draft and prepare Letters of Intent (LOIs) for commercial leasing agreements.
• Provide assistance with lease documentation, maintain organization, and facilitate communication among stakeholders including attorneys, brokers, and clients.
• Monitor deal progress from the initial inquiry through to the signed lease, ensuring continuous follow-up to advance deals.
• Manage and improve CRM workflows and automations while ensuring data accuracy.
• Consistently input and update leads, contacts, and deal stages.
• Generate reports on leads, conversions, pipelines, and task lists.
• Provide regular updates regarding listings, leads, and ongoing deals.
• Identify inefficiencies and suggest or implement improvements to the system.
• Handle email communications with clients, brokers, and vendors.
• Keep brokers and potential clients informed about availability updates.
• Draft polished replies while maintaining a consistent tone.
• Forward important emails to the relevant parties and flag urgent matters.
• Monitor and follow up on emails that have not yet received a response.

Requirements

• Proven experience as an Executive Assistant, preferably within the real estate industry.
• Strong organizational skills with the capability to handle multiple tasks at once, accompanied by a keen attention to detail.
• Fluent English communication skills, both verbal and written, with a minimum proficiency level of C1 Advanced.
• Familiarity with real estate terminology and processes is a plus.
• Proficient in Microsoft Office Suite and other software commonly used in real estate.
• Experienced in graphic design utilizing tools such as Adobe and Canva.
• Understanding of commercial lease agreements.
• Background in social media marketing.
• Ability to craft engaging copy for property listings and advertisements.
• Knowledge of Multiple Listing Service (MLS) platforms.

Benefits

• Competitive salary.
• Opportunity to work on diverse and exciting projects.
• Supportive and collaborative work environment.
• Weekly payments.
• Weekends off.
• Growth Opportunities