Executive Assistant – Real Estate Team
Position Overview
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support a top-producing real estate team in St. Augustine, FL. This individual will serve as the right-hand partner to the lead agent, ensuring seamless day-to-day operations, client satisfaction, and business growth. The Executive Assistant will manage both administrative and marketing functions, freeing the lead agent to focus on income-producing activities.
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Key Responsibilities
Administrative & Operational Support
- Manage the lead agent’s calendar, emails, and scheduling to ensure optimal time management.
- Act as the primary point of contact for clients, vendors, and team members—maintaining professionalism, discretion, and confidentiality.
- Track deadlines, contracts, and compliance items to ensure smooth closings.
- Coordinate with the transaction coordinator, lenders, inspectors, attorneys, and other parties to keep all transactions on schedule.
- Maintain organized digital and physical filing systems for contracts, marketing materials, and team documents.
- Assist with expense tracking, budgets, and basic bookkeeping tasks.
Client Care & Communication
- Provide a concierge-level experience for clients before, during, and after transactions.
- Prepare weekly seller updates and ensure clients are consistently informed on transaction status.
- Manage client gifts, event invitations, and follow-up systems to support a referral-based business model.
- Anticipate client and agent needs, solving problems before they arise.
Marketing & Branding Support
- Assist in managing social media accounts, creating content, and scheduling posts in line with team branding.
- Coordinate email campaigns, newsletters, and database touchpoints.
- Support event planning and execution for client appreciation events, open houses, and broker’s opens.
- Update and maintain marketing collateral, listing presentations, and buyer/seller guides.
- Track and analyze marketing performance, making recommendations for improvements.
Team Coordination
- Support onboarding and training of new team members or contractors.
- Serve as a communication hub for the team, ensuring priorities are clear and tasks are delegated effectively.
- Help document and refine systems, processes, and checklists for efficiency and consistency.
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Desired Skills & Qualifications
- Proven experience as an executive assistant, real estate assistant, or operations manager (real estate experience preferred).
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication skills; professional and client-facing demeanor.
- Proficiency with Google Workspace, Canva, CRM platforms (Command, KVCore, Follow Up Boss, etc.), and MLS systems.
- Social media and digital marketing experience is a strong plus.
- Ability to handle sensitive information with confidentiality.
- Problem-solver with a proactive, can-do attitude.
- Must thrive in a fast-paced, deadline-driven environment.
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Compensation & Benefits
- Competitive salary with potential for performance-based bonuses.
- Opportunities for growth and leadership within the team.
- Flexible schedule when appropriate, with some weekend/evening availability for events.
- Collaborative, supportive team environment with strong emphasis on personal and professional development.
Job Type: Full-time
Pay: $18.00 - $25.00 per hour
Benefits:
- Paid time off
- Referral program
Work Location: In person
