Job Description

About the Role

I’m looking for a highly organized, proactive Executive Assistant to support the day-to-day operations of a fast-growing real estate brand. You’ll manage my schedule, streamline systems, support client workflows, oversee project follow-through, and help keep the business running smoothly behind the scenes.

This role is perfect for someone who thrives in a fast-paced environment, loves taking ownership, and enjoys supporting a business that blends real estate, design, and creative marketing.

Key Responsibilities

Administrative + Operational Support

• Manage daily calendars, meetings, reminders, and scheduling priorities.
• Prepare, proofread, and organize documents, contracts, and marketing materials.
• Maintain inbox organization and ensure timely follow-up on all tasks.
• Coordinate travel, events, and appointment scheduling.

Real Estate Support

• Assist with listing preparation: scheduling photos, staging coordination, ordering signs, and ensuring all marketing tasks are completed on time.
• Track transaction timelines and keep all parties on schedule.
• Coordinate with lenders, inspectors, vendors, and clients
• Coordinate and attend vendor appointments, including follow-up inspections, repair walkthroughs, and contractor access as needed

Social Media Workflow Support (NOT content creation)

You will not be creating or managing content — I have a dedicated social media manager.

Your job is to keep the workflow moving smoothly by:

• Communicating with the social media manager to ensure deadlines, brand deals, and deliverables stay on track.
• Organizing content, notes, ideas, and timelines so filming days + posting run efficiently.
• Uploading or organizing footage, pulling clips, or handling simple prep tasks when needed.
• Managing calendars for shoots, partnerships, and posting schedules.
• Keeping everyone aligned and eliminating bottlenecks.

Project + Systems Management

• Create structure within the business by building systems, checklists, and workflows that improve efficiency.
• Track ongoing projects and due dates so nothing falls through the cracks.
• Manage vendors, supplies, and office organization.
• Identify gaps in operations and propose solutions proactively.

Personal Assistant Tasks

• Assist with personal scheduling, errands, reservations, household coordination, and miscellaneous life tasks.
• Handle confidential information with absolute discretion.

What You Bring

• Experience as an Executive Assistant, Operations Assistant, or similar role.
• Exceptional organization and the ability to manage multiple priorities at once.
• A proactive, problem-solving mindset — you anticipate needs without being asked.
• Strong communication skills and a confident, professional demeanor.
• Tech-savvy: comfortable with Google Workspace, Microsoft Office, project management tools, CRM's and learning new systems quickly.
• Ability to work in a fast-moving, creative business environment.
• Reliable transportation + occasional weekend availability during busy seasons.

Who This Role Is Not For

• Someone who needs step-by-step instructions
• Someone who dislikes a constantly evolving workflow
• Someone who is uncomfortable coordinating with creative teams
• Someone who gets overwhelmed by detail-heavy days
• Someone seeking a slow, repetitive office job

Who Will Love This Role

• You’re energized by creating order and structure
• You’re a natural systems-builder
• You love supporting both business operations  and creative workflows
• You take pride in being the backbone of a growing company
• You’re loyal, resourceful, and solutions-driven

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