Executive Assistant - Real Estate Team Job at Mariel G Weiss Team in Harleysvill

We are a team of specialists who helps our clients to make savvy real estate decisions. We create advocates for life by working together to consistently execute a proven process. This provides a world-class experience for our clients while empowering them to make wise decisions.

As part of the leadership team, the Executive Assistant ensures that this mission is carried forward by every agent and staff member. The Executive Assistant replaces the owner as the day-to-day oversight of the administrative part of the business and coordinates execution of marketing plan and timeline.

The Executive Assistant is a key Empire Protector. This individual is the master of systems, consistently seeking new, innovative, and efficient business processes that save time and money. This person increases the ability of the Hub to process transactions, freeing agents to focus more on generating transactions than closing them. This person relishes the opportunity to build, implement, and manage multiple systems, and is seen throughout the organization as the expert on efficiency and systems. This person exhibits a drive to use systems as a strategic tool for creating an advantage for the organization. This individual will have some ability to show patience in finding a solution, though accomplishing the objective is more important for this person than using one specific process. This individual will assist the CEO in co-creating and executing the marketing strategy through management of vendors, timelines and budgets.

The Executive Assistant is deeply committed to supporting the growth of the team in achieving greater and greater levels of success, and to growing his/her own skills and developing into a supportive leader within the organization. As the success of the business grows, this individual may be responsible for hiring, training, and leading additional department members to ensure all administrative and marketing tasks of the team’s business continue to be completed to high standards with maximum efficiency. 

$20 - $25 hourly

These are the standards a well-above-average performer will maintain or exceed: 

• Works with our administrator to improve/build, implement, and manage all systems for transaction coordination, internal communication, client communication, financial management, information management, central database management, tracking systems and marketing plan execution.
• Assists as needed in documenting the systems of other departments, including customer service, buyer, seller, lead generation, tracking, and expansion systems. 
• Is responsible for maintaining conveyancing accounts, paying the bills, submitting payroll, assuring the collection of commissions.
• Oversees the processing and care of all contracts through closing
• Creates and maintains an operations manual that documents all systems and standards.
• Coordinates the purchase, installation, and maintenance of all office equipment including GoogleWorkspace and other digital assets.
• Is responsible for the cleanliness of the database and assures correct entry of all new contacts. Will also be responsible for handling conversion of the database in the future.
• Responsible for executing the provided marketing plan according to set timelines and coordinating what is needed from all parties.
• Work with the CEO to develop marketing messaging ideas across all mediums (print, digital, social, events) and provide drafts for approval.
• Communicate with graphic designers, printers, venues, caterers and all other vendors necessary to execute marketing tasks.
• Utilize tools such as Canva and Publer to create, schedule, and post social media marketing daily.
• Will eventually be responsible for hiring, training, consulting, and holding accountable all additional administrative and marketing department members as well as maintaining the budget and generating financial reports.

Essential duties and responsibilities

• System development, implementation, documentation, and management
• Information management
• Oversight of contracts through closing
• Customer/Vendor relations
• Bookkeeping (A/R and A/P)
• Leading administrative department members (as appropriate to organizational structure)
• Executing marketing plan objectives from start to finish in all capacities

Communications/Interactions 

• CEO – weekly leadership meeting and as needed
• Director of Sales- weekly leadership meeting and as needed
• Administrative Department (as appropriate to organizational structure) – daily
• Team agents – as needed
• Buyers/Sellers/Vendors – as needed
• Available for guidance as needed to all parties
• Physical presence in office as needed to perform duties

Knowledge/Skills 

• High school graduate
• Bachelor’s degree preferred
• Real estate license preferred but not required
• 1–3 years of service and management experience 
• 2+ years of administrative experience, preferably in real estate
• Supreme communication and organizational skills
• Master knowledge of Microsoft Office/Excel or Google tools, Canva, Publer/Social Media Platforms

Compensation

$20-$25 per hour based on experience plus bonuses and company 401k contribution

We are a real estate team serving Southeastern PA with an expansion into NC. Our mission is to provide clients with expert guidance and an exceptional experience that fosters lifelong advocacy. We are a Top Real Estate Team and are excited to offer YOU opportunities within our organization.