Job Openings Executive Assistant - Real Estate

About the job Executive Assistant - Real Estate

Scope and Purpose: 

The primary function of the Real Estate Executive Assistant is to assist the real estate agent with organizational processes, systems and execute tasks with the aim of making them as efficient as possible.  Focusing on the administrative duties, marketing, client care, database management, social media management, from contract to close, operational processes and systems, as the executive assistant you will lead internal communications across all departments, providing support to real estate agents and all team members.  You will be responsible for coordination between departments for certain deliverables while managing the internal team’s time in order to minimize waste, disruption, or downtime.  

Streamline and automation should be your motto.  Your main objective is to open and maintain communications across all team members and coordinate the necessary movements within the scope of your work in order to maximize efficiency in our operations.  This will aid us in improving the quality of service we provide, reducing lead time, while improving customer care.

Essential Duties and Responsibilities:

     Create systems, processes and manuals

     Collaboration and communications between real estate agent and team members

     Develop Plans and Strategies

     Create Comparative Market Analysis (CMA)

      Prepare Pre-Listing Package

     Create CMA

     Property profile

     Pre-qualify listing appointment

      Manage drip campaigns

     Set up new leads on 8x8 campaigns

      Assign leads to a 12 touch or 36 touch campaign once 8x8 is complete (if the leads are not going to do anything.  This is a bigger pool of leads)

     If the lead is going to buy or sell, they will go into the “hot leads” follow up

     Prepare email campaigns





     Agents/Peers for Referrals/Others


     Prepare drips for expireds, FSBO, NOD

      CRM Management

     Call database and complete information

     Correct phone and update cell phone

     Update address

     Update email address

     Update birthdays of contact, spouse and family

     Update home anniversary and other anniversaries

     Create agent database

     For recruiting purposes

     Sharing listings on the MLS or off market

     Ask for listings for buyers

     Database mailing campaign

     Mail 4x per year

     Schedule monthly calls to “A” clients

     Set up 2 coffee appointments weekly

     Set up lunch/dinner 2x per month with “AA” clients

     Happy hour

     Social media management

     Manage Facebook & Instagram account

     Add leads to social media

     Post “Just Listed”, “In Escrow” and “Just Sold”

     Share real estate related facts

     Facebook ads and campaigns

     Facebook groups

     Daily motivation/inspiration posts

     Create systems, processes and manuals


     Create video training with UseLoom

     Create printed manual

     5 Previews daily

     Prepare and map 5 newly listed homes to preview daily

     5 Daily doorknocks

     Prepare and map 5 expireds, cancelled and notice of defaults to doorknock daily

      Identify best turn over rates

     Best for calls or doorknock campaigns


     Text farm, open house announcements, just listed, just sold

     The system will provide phone numbers and addresses around a specified property


      Research multi-units owners


      Phone number




     Phone number




     Client care and follow up

     Transaction updates to client 2x weekly

     What happened

     What’s overdue

     What to expect

     Pre-Listing marketing checklist

     Order for sale sign

     Order photography

     Order Preliminary Title Report

     Create flyer, brochure, postcards, etc

     Schedule open houses

     Request for circle prospecting phone numbers

     Create open house invitations, doorknocking material

     Create social media ads

      Contract to close management

     Order Preliminary Title Report

     Prepare email package to open escrow

     Offers, counter offers, addendums

     Transaction Coordination

     Prepare disclosures for sellers to complete

     Docusign disclosures is ok

     Prepare deadline dates

     Send Notice to Perform 2 days prior to deadlines

     Data uploads

     Upload phone numbers unto mojo (Redex/Landvoice/Cole Realty)

      Expireds, FSBO, NOD, Circle Prospecting, etc.

     Market data stats

     Pull data stats from each market (city) every month

     Create an info-graphic

     Active, pending, close, DOM, price, YTD vs prior year comparison

     County data (LA & OC)

     Prepare buyer searches

     Auto email or concierge searches

     Text client a follow up text when properties are sent to them from the MLS

     KW Connect/Command

     Send out referral network requests

     Study best practices by other agents on KW Connect

     Training Videos

     Create training videos on disclosures for clients

Skills & Qualifications:

     Must have an understanding of internal standards and practices

     Good organizational and prioritization skills

     Willing to adopt a fast-paced working environment

     Ability to work well under pressure

     Able to demonstrate initiative

     Excellent English language skills (written and speaking)

     Very good computer skills; computer literate

     Detail-oriented and a high level of accuracy in work product

     Ability to maintain confidentiality

     Ability to work independently and meticulously

     Good time management and multitasking skills

     Organization skills – The Office and Streamline Manager spearheads both the planning and implementation stages of multiple projects, so they must be organized and committed to meeting deadlines

     Leadership skills – More than supervisors, the Office and Streamline Manager needs to be able to lead certain projects that might not be in his/her area of expertise; however, guiding a group of workers on a specific task and seeing it to completion is the leadership that will be needed.

     Analytical thinking – The Office and Streamline Manager will need to critically evaluate individual processes and projects in order to stay ahead of the demands of the business

     Communication skills – Being able to speak, listen, and write well is important, as a Manager you will often hold presentations, facilitate meetings, and create reports.


     A minimum of 2-4 years in Management within a BPO setting

Tools of the Trade:

     Business process management software

     Microsoft Suite (including Word, Excel, Access, and PowerPoint)

     Google Suite products

     CRM or database management

Working Conditions:

     Walking, standing, reaching, pulling, speaking, hearing, etc. abilities are required to operate within the environment.

     Duties are performed within an open office environment using office computer equipment.

     Involves regularly sitting in front of and utilizing a computer, and presenting stand-up teaching and/or training sessions.

     Monday to Sunday coverage and work hours in some cases

     Holidays may or may not be required to work