Executive Assistant

We’re seeking a full-time Executive Assistant to support the CEO/Team Leader of The Rubin Team, one of Douglas Elliman’s top-performing Manhattan real estate teams. This role is ideal for a highly organized, proactive professional who thrives on managing details, anticipating needs, and keeping a fast-paced executive on track.You’ll serve as the operational backbone of the CEO/Team Leader’s day-to-day managing priorities, calendars, follow-ups, and the countless micro-details that ensure the business runs smoothly. If you’re detail-oriented, calm under pressure, and take pride in being indispensable, we’d love to meet you.Why You’ll Love This RoleYou’ll work directly with the CEO / Team Leader of a high-performing Manhattan real estate team and play a critical role in keeping the business running efficiently. This is a trusted, high-impact position where your organization, foresight and execution directly influence the team’s success and growth.Schedule: Full Time (Fully In-Person) | Manhattan, NYCCompensation: $65,000 – $90,000 yearly bonus potentialCompensation:$65,000 - $90,000 yearlyResponsibilities:Executive & Calendar ManagementManage the CEO/Team Leader’s daily, weekly, and long-term calendarPrioritize meetings, appointments, and deadlines to maximize efficiencyPrepare daily agendas and briefing notesAnticipate conflicts and proactively adjust schedulesTrack follow-ups and ensure action items are completedTask & Priority ManagementOwn and manage the CEO / Team Leader’s to-do list across multiple initiativesBreak large projects into actionable steps and timelinesTrack deadlines, deliverables, and recurring responsibilitiesFollow up with internal team members and external partners to ensure completionCommunication & Inbox ManagementManage and triage the email inbox and messagesDraft, edit, and respond to emails on behalf of the CEO / Team Leader when appropriateEnsure important communications are flagged, organized, and addressed promptlyAct as a gatekeeper while maintaining professionalism and warmthOperational & Administrative SupportPrepare documents, reports, and internal summariesMaintain organized digital files and systemsAssist with listing-related administrative tasks and paperwork coordinationSupport CRM updates and internal systems as neededTeam & Business CoordinationLiaise between the CEO / Team Leader and team members to keep projects movingCoordinate meetings, events, and internal check-insHelp enforce systems, processes, and accountability across the teamSupport special projects and growth initiativesQualifications:What We’re Looking For3 years of experience as an Executive Assistant, Operations Manager, or similar roleExceptional organizational and time-management skillsStrong written and verbal communication abilitiesClose attention to detail and follow-throughAbility to manage multiple priorities in a fast-paced environmentDiscretion, professionalism, and trustworthinessProactive, solutions-oriented mindsetA valid Real Estate License is required for this jobPreferred (Not Required) ToolsExperience in real estate or supporting high-level executives is a plus, but not requiredNew York Real Estate LicenseGoogle Workspace (Gmail, Calendar, Docs, Sheets)Asana, Monday, Notion, or task management toolsCRM systems (real estate CRM experience is a bonus)Slack or team communication platformsAbout CompanyWhy Join Us?A Leader in NYC Real Estate: Douglas Elliman is the largest real estate brokerage in New York City, and The Rubin Team is one of its top-performing teams.Direct Access & Impact: Work closely with leadership and be deeply involved in the business’s daily and long-term success.Culture of Excellence: We value accountability, professionalism, and continuous improvement while supporting one another and celebrating wins.If you’re ready to be a key player behind the scenes of a top NYC real estate team and thrive in a role where details matter, we’d love to hear from you. Apply today and start your next chapter with The Rubin Team at Douglas Elliman.

Salary : $65,000 - $90,000