Executive Assistant

The Executive Assistant provides high-level administrative support to the President and Senior Vice Presidents (SVPs), ensuring efficient operations while maintaining a customer-service-oriented approach. This role requires exceptional organizational skills, technical proficiency, and a proactive mindset to support leadership and contribute to the success of company-wide initiatives. The ideal candidate thrives in a fast-paced environment, excels at managing multiple priorities, anticipates needs, and communicates effectively with diverse stakeholders.

Key Responsibilities

Administrative Assistance (15%)

• Write and edit emails, draft memos, and prepare professional communications for the President and SVPs.
• Create personalized notes for agents, including sympathy, birthday, and congratulatory messages.
• Collaborate with accounting to generate and review financial reports.
• Assist with the company portfolio lease process administratively.

Event Support (20%)

• Provide administrative assistance for company-wide events, including the EHC Summit, Ninja programs, and other corporate initiatives.
• Plan and coordinate the 25-Year Celebration Event, Rookie Luncheon, Home Office Holiday Event, and miscellaneous events throughout the year.
• Coordinate logistics, track timelines, and manage event planning and execution, ensuring seamless and professional experiences.

Meeting Preparation and Organization (35%)

• Prepare for leadership meetings, including arranging seating, setting up equipment, and managing slide decks and presentation tools.
• Gather necessary documents and reports, such as quarterly department updates and revenue reports for the President and SVPs.
• Schedule meetings, send reminders, and organize catering when necessary.
• Coordinate Mastermind Events and Advisory Collective Group logistics, including scheduling, invitations, locations, and agendas.
• Manage slide decks, presentations, and post-meeting clean-up.

Calendar Management (10%)

• Maintain and update the calendar of events, including sales meetings with detailed information on dates, times, locations, and attendees.
• Oversee daily scheduling, manage appointments, and prioritize sensitive matters for the President and SVPs.
• Schedule lunches, coffees, and happy hours with key agents.

Presentation Creation (15%)

• Design and develop slide decks and visual presentations for meetings and company-wide events using Google Workspace tools and EHC-specific platforms.

Travel Coordination (5%)

• Arrange travel itineraries for the President and SVPs, including flights, accommodations, and transportation, ensuring efficient handling of all details.

Expense Reporting (5%)

• Prepare and submit expense and mileage reports promptly and accurately for the President and SVPs.

Qualifications & Skills

Core Skills

• Customer Service Orientation: Proactive, approachable attitude focused on positive interactions with team members, agents, and stakeholders.
• Technical Proficiency: Strong skills in Google Workspace tools (Google Meets, Calendar, Slides, Forms, Gmail, Drive) and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with project management or communication tools (e.g., Teams, Slack, Trello) is a plus.
• Organizational Skills: Exceptional ability to prioritize tasks, manage time effectively, and maintain accuracy in a fast-paced environment.
• Communication Skills: Excellent written and verbal communication abilities with a keen eye for detail and professional tone.
• Problem-Solving: Resourceful and able to troubleshoot challenges independently.
• Adaptability: Flexibility to pivot between tasks and handle multiple projects with competing deadlines.

Preferred Experience

• Previous experience in an administrative or executive assistant role.
• Familiarity with event planning and coordination.
• Experience working in a real estate or customer service environment is a plus.

Key Events Supported

Monthly Tasks

• Leadership Meetings: Prepare the meeting room for 40+ attendees, manage slide decks, and reset for subsequent events.
• Stronger Together Meetings: Coordinate lunch orders, manage presentations, and clean meeting spaces.
• Staff Huddle Meetings: Arrange seating, prepare presentations, and send calendar invites.
• Core Executive Meetings: Assist with scheduling and calendar management.

Weekly Tasks

• Maintain a detailed calendar of events, ensuring accuracy and efficiency.
• Manage recognition processes, including sympathy cards, congratulatory notes, and birthday lists.

Yearly Tasks

• Plan and oversee milestone events such as the 25-Year Celebration, Rookie Luncheon, and Home Office Holiday Event.
• Organize and execute various miscellaneous events as needed.

We offer a full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer