Executive Administrative Assistant

addendaExecutive Administrative Assistant

Job Type: Full-time

Pay: $40,000 per year

Work Location: In person / Local field support

Position Overview

We are seeking a highly organized Executive Administrative Assistant to serve as the primary operational partner for a Real Estate Broker within our company. This role is responsible for supporting the full scope of the Broker's business operations, including assisting with complex contract-to-close workflows and executing data-driven business development initiatives.

The ideal candidate is a proactive professional who can maintain absolute precision across multiple MLS systems and marketing platforms while serving as a reliable point of contact for clients and vendors.

Core Responsibilities

Transaction & Contract Management

• End-to-End Coordination: Oversee transactions from initial contract drafting through successful closing.
• Document Preparation: Draft purchase agreements, addenda, and other forms as required.
• Compliance Review: Review all contracts for accuracy and ensure digital signature workflows (DocuSign) are executed correctly.
• Showing Coordination: Schedule property showings for buyers and coordinate access as requested by the Broker.
• Deadline Tracking: Monitor critical dates for inspections, financing, appraisals, and earnest money deposits.
• Closing Liaison: Coordinate directly with title companies and lenders to ensure all documentation and commission split details are finalized.

Listing & MLS Operations

• Listing Management: Input and manage listings in BCAR and PAR MLS systems from entry to closing.
• Content Creation: Write compelling, Fair Housing-compliant listing descriptions and coordinate 3D tours and professional photography.
• Due Diligence: Gather HOA documents, rental histories, and property projections for prospective buyers.
• Marketing Collateral: Design flyers, postcards, and social graphics using Canva while maintaining strict brand consistency.
• Field Logistics: Coordinate the placement, maintenance, and removal of listing signage.

Data Management & Business Development

• Prospecting Research: Utilize CRS Tax Data to pull ownership/mailing information for targeted direct mail and cold-call campaigns.
• Database Auditing: Build, clean, and standardize master ownership lists, ensuring LLC naming consistency and address accuracy.
• Reporting Support: Merge and audit spreadsheets to verify contact information for the Broker and Business Development Manager.

Marketing & Client Relationships

• CRM Maintenance: Manage the Broker's client database, ensuring all records are updated post-closing for long-term retention.
• Client Outreach: Support annual client gifting, database-driven marketing, and direct mail distribution tracking.
• Digital Presence: Manage website content updates and digital marketing assets.

Office Operations

• Front Office: Serve as the primary point of contact and receptionist, maintaining a professional office environment.
• Agent Support: Provide technical troubleshooting and onboarding assistance for affiliated agents.
• Strategic Flexibility: Perform additional duties and special projects as assigned to support the evolving needs of the Broker and the business.

Qualifications

• Licensure: Alabama Real Estate License (Preferred).
• Technical Proficiency: Experience with DocuSign, Canva, and MLS (BCAR/PAR) is highly preferred.
• Data Skills: Strong ability to manage complex spreadsheets and extract data from tax records (CRS).
• Communication: Exceptional written and verbal communication skills for client and vendor relations.
• Adaptability: Ability to handle "full scope" support, ranging from high-level contract review to local brokerage errands.
• Field Mobility: Must have a reliable vehicle and a valid driver's license to perform local field tasks, including signage placement/removal and broker-related errands.

Benefits

• Health, Dental, & Vision Insurance
• Life Insurance
• Paid Time Off
• Retirement Plan

Job Type: Full-time

Pay: From $40,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $40,000