We are actively seeking a dynamic and detail-oriented Real Estate Executive Assistant to join our rapidly growing and high-functioning team. As a crucial member, you will play a key role in supporting our real estate operations, ensuring seamless coordination, and contributing significantly to the overall success of our ventures. The ideal candidate will provide essential administrative and organizational support, working closely with our team lead and growing team of professionals to maintain efficient processes. If you excel in a vibrant environment and are committed to making a significant impact, we invite you to join us in shaping the success of our real estate ventures.

$58,000 - $66,000 yearly

Email Management:

• Efficiently organize and prioritize the Team Lead's email inbox.
• Screen and filter emails, prioritizing those requiring immediate attention.
• Respond to emails on behalf of the Team Lead, ensuring timely and professional communication.
• Identify and prioritize important emails, keeping the Team Lead informed and focused on critical matters.

Phone Call Handling:

• Screen incoming calls, directing them appropriately.
• Take messages and relay important information to the Team Lead promptly.
• Provide exceptional customer service during phone calls, addressing inquiries to ensure a positive client experience.
• Utilize call forwarding, shared phone number or virtual phone systems for efficient team communication.

Calendar Management:

• Efficiently manage and schedule appointments, meetings, and events for the Team Lead.
• Implement time-blocking strategies to optimize the Team Lead's schedule and maximize productivity.
• Regularly update and maintain the calendar to reflect changes in appointments or deadlines.
• Coordinate appointments, meetings, and travel arrangements seamlessly to ensure efficient logistics.
• Proactively follow up on scheduled events, ensuring the Team Lead is well-prepared.

Operational Support:

• Execute daily tasks using predefined checklists, ensuring consistency, and prioritizing income-producing activities.
• Utilize standardized templates for the to-do list, aligning tasks with income generation goals.
• Efficiently manage emails, calls, and inquiries, following established procedures.
• Oversee the daily to-do list, prioritizing income-producing tasks.
• Coordinate appointments, meetings, and travel to optimize efficiency.
• Assist with scheduling and attending client tours.
• Provide exceptional customer service during phone calls, addressing inquiries and ensuring a positive client experience.
• Set systematic reminders for crucial appointments, meetings, and tasks, ensuring seamless coordination.

Administrative Support:

• Maintain files accurately and accessibly.
• Organize and manage contact databases effectively.
• Implement CRM strategies, including lead nurturing campaigns.
• Efficiently handle daily operations, including emails, phone calls, and inquiries.
• Provide comprehensive support at every stage of the real estate sales cycle, covering CRM management, listing preparation, transaction coordination, and executive assistant duties.
• Manage calendars, schedule appointments, and handle emails and calls efficiently.
• Ensure proactive follow-up with clients and team lead throughout the sales and nurturing process.

Transaction Coordination:

• Oversee the entire real estate sales cycle, managing CRM, listing preparation, and transaction coordination.
• Facilitate effective communication among all parties involved in transactions.
• Interface with the transaction coordinator to ensure seamless communication throughout transactions.
• Support the team lead in marketing, prospecting, and maintaining client interactions.
• Prepare necessary documentation and coordinate timelines to streamline the transaction process.
• Liaise with clients, lenders, and stakeholders for smooth and efficient transactions.
• Provide comprehensive support at every stage of the real estate sales cycle.
• Task Overview: CRM management, listing preparation, transaction coordination, customer service, and executive assistant duties.

• NJ Real Estate License required.
• Full-time Position (Monday to Friday, 9 am - 5 pm).
• Must commute to Jersey City and throughout Hudson County.
• Proven administrative experience, preferably in real estate.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Proficient in MS Office Suite, real estate software, and databases.
• Smartphone literate, skilled in PDF, MS Office, and social networks.
• Adaptable to a fast-paced environment, capable of handling multiple priorities.
• Excellent communication and interpersonal skills.
• Positive work ethic, personable, energetic, and punctual.

Top performing investor-focused team of real estate agents dedicated to serving the northern New Jersey region. Our team lead and multifamily investor cultivated a niche primarily working with real estate investors and first-time buyers. In his first year, he honed his expertise earning the NJ REALTORS® Circle of Excellence Sales Award Platinum Level, quickly establishing himself as a top player in Hudson County. To ensure continued exceptional relationship-based service and true value added to investors, the niche focused group was founded. It's not simply "yes or no," but rather "yes or how." This mindset empowers our dynamic team of investor-savvy agents to maintain a competitive edge in an ever-evolving real estate market. Our track record speaks volumes with over $400 million in sales volume across 80 cities in New Jersey. We have emerged as a prominent and respected team in the area and this is just the beginning.