Personal Assistant

Description

The Personal Assistant provides high-level administrative, operational, and personal support to a busy real estate professional/executive. This role requires someone who is exceptionally organized, proactive, and experienced in supporting real estate operations. The ideal candidate has hands-on experience with real estate transactions, listings, client communication, and industry-specific tools while also handling personal support tasks with discretion and professionalism.

Key Responsibilities

Real Estate Support (Required)

• Assist with preparing real estate documents such as contracts, addendums, disclosures, and listing agreements.
• Support listing management: scheduling showings, managing lockboxes, coordinating photography, staging, inspections, and vendor appointments.
• Maintain CRM systems, track leads, and follow up with clients as needed.
• Prepare property marketing materials, MLS postings, and listing updates.
• Coordinate open houses, broker tours, and client meetings.
• Communicate with lenders, title companies, attorneys, inspectors, and clients.
• Track transaction deadlines to ensure compliance and on-time closings.

Administrative Support

• Manage complex calendars and schedule appointments, meetings, and travel.
• Prepare and edit correspondence, reports, presentations, and spreadsheets.
• Organize digital and physical files, ensuring easy retrieval and accuracy.
• Monitor and respond to emails, calls, and messages on behalf of the executive.
• Handle confidential and sensitive information with full discretion.

Personal Support

• Assist with errands, reservations, household/vendor coordination, and personal appointments.
• Support personal travel arrangements and special projects.
• Handle ad hoc personal tasks as assigned to help streamline day-to-day operations.

Operational & Project Support

• Conduct research, gather data, and prepare summaries or briefs.
• Track action items and follow through independently.
• Liaise with internal and external stakeholders on behalf of the executive.
• Manage small projects from planning through execution.

Requirements

• 2–4+ years of Personal Assistant, Executive Assistant, or Administrative experience.
• Real estate industry experience is required (residential or commercial).
• Working knowledge of MLS platforms, real estate CRMs, and basic transaction processes.
• Strong organizational, multitasking, and time-management skills.
• Excellent written and verbal communication abilities.
• High level of discretion, professionalism, and sound judgment.
• Proficiency in Microsoft 365 (Outlook, Teams, Excel, Word).
• Valid driver’s license and reliable transportation.

Preferred Skills

• Experience supporting top-producing real estate agents or executives.
• Familiarity with DocuSign, Dotloop, Skyslope, or similar platforms.
• Strong problem-solving, initiative, and ability to anticipate needs.
• Comfortable in a fast-paced, detail-heavy environment.