True North SoCal @ CØMPASS is hiring: Executive Assistant in Dana Point

We’re looking for a professional, proactive, and highly-organized executive assistant to play a key role in our growing team. In this versatile role, you’ll be responsible for keeping each transaction organized, serving as the first line of defense for the team lead. Your duties will include managing and scheduling property showings, home inspections, appraisals, and termite inspections, while ensuring the file remains meticulously organized throughout the process. Additionally, you’ll assist our high-level executive with administrative tasks such as making travel arrangements, overseeing itineraries, answering phone calls, and managing our office filing system. If you love the idea of working closely with leadership in a dynamic environment.

$70,000 - $90,000 yearly

• Perform additional assigned duties from executives such as picking up orders, handling personal mail, etc.
• Work with an executive to prepare for meetings and record minutes
• Organize incoming information such as phone calls, voicemail messages, emails, and memos and report details to an executive
• Perform basic bookkeeping duties

Executive Assistant Job Responsibilities

Transaction Coordination Communication

• Keep real estate transactions organized and ensure buyers and sellers are consistently updated throughout the process.
• Maintain clear, proactive communication with all parties involved, ensuring smooth progress from contract to close.

CRM Management Action Plans

• Oversee the team’s CRM system, ensuring accuracy and timeliness of client data and touchpoints.
• Develop and maintain action plan templates to streamline team workflows.

Pipeline Revenue Tracking

• Assist in managing the team’s pipeline, ensuring leads and opportunities are properly tracked and followed up.
• Monitor year-to-date gross revenue and provide regular updates to the team on progress toward financial goals.

Scheduling Showings Coordination

• Schedule showings for buyers, coordinating with agents, clients, and property owners for seamless appointments.

Meeting Participation Follow-Up

• Attend team meetings, including those with Follow Up Boss, team members, and the Tom Ferry coaching team.
• Take comprehensive notes and manage follow-up tasks to ensure actionable items are completed.

Performance KPI Management

• Work towards achieving team-assigned Key Performance Indicators (KPIs) to support the team’s overall success.

Client Interaction

• Occasionally meet with buyers and sellers in person to provide support, deliver updates, or gather necessary information.

Seller Checklist Management

• Manage and implement the seller checklist, ensuring all tasks are completed efficiently.
• Collaborate with the team to create, refine, and improve the seller checklist for future use.

Proficiency in Checklists Systems

• Be highly skilled in utilizing checklists and systems to maintain structure and accountability within the team.
• Introduce and implement new systems as needed to optimize workflows.

General Team Support

• Provide administrative and operational support to the team as needed, ensuring no detail is overlooked.

Key Competencies:

• Detail-oriented with exceptional organizational skills
• Proficient in CRM platforms and project management tools
• Strong communication and interpersonal abilities
• Adaptable and proactive in addressing challenges
• Goal-driven with a commitment to meeting deadlines and exceeding expectations

• Excellent communication skills, time management skills, interpersonal skills, and organizational skills
• Must be comfortable using Microsoft Office
• At least 2+ years of experience as an executive assistant, or experience performing supportive duties
• Must have graduated high school or received an equivalent certificate of completion
• Experience handling confidential information and adhering to strict deadlines

We are a dedicated, small team based in South Orange County, committed to delivering top results for clients. With over a decade of experience, we consistently achieve outstanding outcomes, reflected in our impressive volume trend of over $45 million and 155 five-star reviews.

Our success is built on creating an environment and platform where every team member can thrive, provided they are coachable, determined, and team-oriented. We are powered by Compass, a leading brokerage that enhances our ability to deliver exceptional results and provides access to a top-tier agent ecosystem.

Join us and become part of a team that is not just focused on performance but also on mutual growth and success.