Executive Assistant Job at Touchstone Group Real Estate and Construction in Chic

Job Summary:

Touchstone Group is seeking a proactive and detail-oriented Executive Assistant to support our CEO. This critical role is ideal for a highly organized individual who excels at managing multiple priorities with professionalism, efficiency, and confidentiality. The successful candidate will thrive in a dynamic environment and contribute to smooth office operations, project management, and client relationship management across multiple business functions, including real estate, construction, and marketing. If you’re adaptable, resourceful, and committed to excellence, we encourage you to apply.

$60,000 yearly

Key Responsibilities:

General Office Management:

• Open and maintain the organization of the office space.
• Manage office supply orders.
• Open mail, manage inbound phone inquiries via Ruby and generate outbound letters as needed.
• Handle check receipts, prepare deposits, and coordinate with accounting.
• Help prepare checks for contractors or brokers for pickup.
• Oversee email administration within the Google Suite.
• Assist with client gift orders, review management, and maintain the CRM across all services.

Real Estate Support:

• Oversee broker onboarding paperwork and manage transaction folders in iCloud.
• Assist with new listing coordination, including listing uploads and photo management.
• Prepare closing commission statements and conduct post-closing client outreach for feedback and reviews.
• Update CRM with investment property lists for broker outreach.

Construction Project Coordination:

• Schedule appointments for the Construction Manager and Property Management Services from inbound leads.
• Coordinate post-project photos and drone videos with the Construction Manager and photographer.
• Conduct follow-up outreach on aged projects and track project opportunities.
• Manage invoice uploads for construction projects.

Marketing and Social Media Support:

• Prepare and post updates on new broker hires and construction projects across social media platforms (IG, FB, LI).
• Assist with monthly and quarterly email blasts to past clients from the CRM.
• Attend events to promote Touchstone Group’s services and brand visibility.

Sales Opportunities and Performance Incentives:

• Earn commissions from leads generated for construction and property management services (inbound and outbound).
• Receive commissions for 5-star client reviews and repeat client business.
• Earn quarterly performance bonuses and commissions for new business development from lead lists.

Documentation and Reporting:

• Draft, review, and send communications on behalf of the executive team.
• Prepare reports, presentations, and data, and maintain an organized filing system for both digital and physical documents.

Project Management:

• Track project tasks, gather data, and provide insights to assist the executive team in decision-making.
• Manage project tracking and reporting for construction and real estate investments.

Relationship Management:

• Act as a liaison and provide professional support to the CEO, handling sensitive information with integrity and discretion.
• Foster positive relationships with clients, employees, and vendors.

Education: 

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.

Experience: 

• 3-5 years in an executive assistant or similar role.

Skills:

• Strong organizational and time management skills with the ability to multitask.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, Apple Ecosystem, Asana, Adobe (E-sign, Photoshop), Canva, MLS, Jobber, Gmail, and Airtable.
• Ability to work independently and prioritize effectively in a fast-paced environment.
• Professional demeanor and discretion in handling confidential information.

Additional Requirements:

• Availability to work flexible hours and occasional travel as needed.

About Touchstone Group Real Estate and Construction:

We are a leading real estate and construction company dedicated to excellence, integrity, and innovation. We embrace diversity and provide an inclusive workplace where employees can thrive. Join us in shaping the future of real estate and construction with your unique expertise.

We look forward to receiving your application!

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. All qualified applicants will receive consideration for employment.