Executive Assistant

Seeking a highly organized, proactive, and detail-oriented Executive Assistant to support a fast-paced real estate broker/owner and growing business operations. This role is designed to help create operational stability, protect executive capacity, improve organization, and ensure high-level follow-through across multiple businesses and initiatives.

The ideal candidate thrives in fast-moving environments, communicates clearly, anticipates needs, values precision, and takes pride in creating structure and completion. This role requires someone who can manage multiple moving parts while maintaining a high standard of accuracy, professionalism, and discretion.

This is a part-time to full-time position ranging from 30–40 hours per week, with a flexible schedule that can be tailored to fit the right candidate's availability.

Core Responsibilities

Executive & Administrative Support

• Manage calendars, meetings, appointments, travel, and executive priorities
• Assist in protecting executive time by helping prioritize tasks, communications, and deadlines
• Organize and maintain digital and physical files, systems, and workflows
• Assist with inbox management, follow-up coordination, and communication summaries as needed
• Prepare meeting materials, notes, and follow-up items
• Help ensure projects and tasks are fully completed and communicated clearly

Operations & Transaction Coordination

• Assist in preparing, organizing, and reviewing contracts, agreements, disclosures, and transaction documents
• Work closely with office administration and management to maintain file compliance and operational accuracy
• Track timelines, deadlines, and required documentation throughout transactions
• Coordinate listing preparation including measurements, keyboxes, signage, riders, and listing input
• Maintain exceptional attention to detail across MLS entries, transaction files, and client communications
• Proactively identify and help resolve discrepancies or missing information

Client & Relationship Support

• Maintain professional and positive communication with clients, vendors, agents, and service providers
• Assist with client appreciation efforts including closing gifts, handwritten notes, events, and follow-up
• Help create a polished and professional client experience throughout all interactions

Property Management & Rental Support

• Assist with rental property coordination and management tasks
• Coordinate maintenance communication, vendor scheduling, and property-related follow-up
• Help prepare rental properties for move-in and turnover
• Maintain organization of rental records, receipts, and documentation

Marketing & Brand Support (Supplemental)

• Assist with coordination of marketing materials, newsletters, and mailers
• Support listing marketing and brand consistency
• Assist with social media scheduling and organization as needed
• Coordinate timelines and assets for marketing initiatives

Financial & Operational Support

• Assist with invoicing, receipt tracking, accounts payable/receivable, and QuickBooks organization
• Help maintain operational systems, spreadsheets, and reporting
• Assist with event coordination, travel planning, and special projects as needed

Qualifications

• Highly organized with exceptional attention to detail
• Strong problem-solving and critical-thinking abilities
• Ability to prioritize effectively and manage multiple responsibilities simultaneously
• Strong written and verbal communication skills
• Professional, proactive, and dependable
• Ability to work independently while maintaining strong follow-through
• Comfortable in fast-paced and evolving environments
• Proficient in Microsoft Office, Google Workspace, CRM systems, Canva, and basic marketing platforms
• Previous administrative, operations, real estate, or executive support experience preferred
• Real estate industry knowledge preferred
• Real estate license preferred or willingness to obtain within one year

What Success Looks Like in This Role

• Reduced executive overwhelm and improved operational organization
• Accurate and complete execution of tasks and projects
• Strong follow-through and proactive communication
• High attention to detail with minimal oversight required
• Consistent professionalism and reliability
• Improved efficiency across business operations and systems

Compensation & Growth

• Competitive compensation based on experience
• Flexible scheduling to support work-life balance
• Opportunities for professional development and expanded responsibility
• Potential for growth within a fast-moving and entrepreneurial environment
• Referral opportunities, once licensed

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance

Ability to Commute:

• Marshfield, WI 54449 (Required)

Ability to Relocate:

• Marshfield, WI 54449: Relocate before starting work (Required)

Work Location: In person

Salary : $17 - $20