Executive Assistant

First Class Real Estate is seeking a high-level Executive Assistant to support the Team Lead and assist in daily brokerage operations. This role is designed for a proactive, organized, systems-minded individual who thrives in a fast-paced, client-first environment.

This is not a basic admin role. This person will act as the right hand to the Broker, help manage transactions from contract to close, support marketing initiatives, assist with rental property management, and ensure our operations run smoothly behind the scenes.

The ideal candidate is detail-oriented, professional, highly organized, and understands urgency. They take ownership, solve problems, and anticipate needs before they arise.

• Manage email and calendar for Team Lead
• Prioritize communication and flag urgent matters
• Coordinate meetings, appointments, and travel when needed
• Act as liaison between broker, clients, vendors, and agents
• Implement and refine operational systems

• Prepare pre-listing and buyer paperwork
• Manage files from listing to contract and contract to close
• Review contracts for completeness and compliance
• Coordinate inspections, appraisals, and lender timelines
• Ensure documents are uploaded for compliance
• Maintain CRM database and client touch system
• Order closing gifts and manage post-closing follow-up

• Assist with social media posting across platforms
• Help coordinate and organize video content days
• Assist with captions, scheduling, and engagement
• Create basic marketing materials when needed
• Support brand ambassador initiatives
• Help execute newsletters, postcards, and local marketing campaigns

• Install and remove lockboxes and signage
• Assist with showings coordination
• Help route homes and schedule appointments
• Maintain vendor and contractor relationships
• Assist with rental property oversight, tenant coordination, and maintenance scheduling
• Track business metrics and production reports

• Assist agents with offer drafting and addendums when directed
• Maintain office organization and systems
• Assist with events, open houses, and client appreciation initiatives
• Support expansion initiatives as the brokerage grows

• Highly organized and detail-driven
• Strong written and verbal communication skills
• Ability to prioritize in a fast-moving environment
• Professional presence and high integrity
• Real estate experience preferred but not required
• Familiarity with MLS, CRM systems, and digital marketing tools is a plus
• Self-starter with strong follow-through
• Comfortable balancing executive support and hands-on tasks

• Anticipates problems before they arise
• Systems-oriented thinker
• Loyal and confidential
• Takes initiative without waiting for direction

• Competitive salary based on experience
• Opportunity to grow into Operations Manager role