What are the responsibilities and job description for the Executive Assistant – Real Estate position at The Roberts Williams Team at REMAX Premier Realty?
About Us
The Roberts Williams Team at RE/MAX Premier Realty is a dynamic and results-driven group of top-tier real estate professionals specializing in The Villages and surrounding areas. Under the leadership of Matt Roberts and Guy Williams Jr., we have proudly maintained our position as the #1 REALTOR® Team in The Villages since 2020 by sales volume.
Our mission is simple yet powerful: “To provide service so exceptional that our customers can’t help but tell everyone they know.”
As we continue to grow, we're looking for a motivated, highly organized, and detail-oriented Executive Assistant to work directly alongside one of our top-producing real estate agents. This is an exciting opportunity for someone who enjoys a fast-paced environment, takes pride in staying organized, and loves helping others succeed.
Position Overview
We are seeking a proactive and dependable Executive Assistant who can help manage the day-to-day responsibilities of a busy real estate professional. This individual will play an essential role in keeping the agent organized, managing schedules and communications, preparing for appointments, maintaining client relationships, and ensuring important tasks and follow-ups are completed.
The ideal candidate is someone who naturally thinks ahead, anticipates needs, and takes initiative without always being asked. They should be comfortable juggling multiple priorities, communicating with clients, and working closely with other team members to keep everything running smoothly.
This position requires someone who is not only organized and efficient but also personable, adaptable, and committed to providing an exceptional experience for our clients.
Most importantly, we're looking for someone who embodies our core values of Excellence, Integrity, Friendliness, and Fun.
Key Responsibilities
Executive & Administrative Support
- Manage the agent's calendar, appointments, daily priorities, and follow-up tasks.
- Monitor emails, phone calls, and text messages, ensuring timely communication and responses.
- Prepare daily meeting materials, call sheets, reports, and other necessary documents.
- Anticipate the agent's needs and keep daily operations organized and running efficiently.
- Assist with travel arrangements and other administrative needs.
Real Estate & Listing Support
- Prepare listing appointment materials, including CMAs, property information, permits, and supporting documents.
- Schedule and confirm listing consultations and client appointments.
- Track listing activity, showing feedback, upcoming listings, and important deadlines.
- Assist with property marketing, open house announcements, and social media content.
- Coordinate with transaction coordinators and team members throughout the listing and closing process.
Client Relationships & Follow-Up
- Maintain accurate client records and lead information in Follow Up Boss.
- Prepare daily and weekly follow-up lists for leads, past customers, and VIP clients.
- Track prospective buyers, sellers, and listing opportunities to ensure consistent follow-up.
- Organize client birthdays, anniversaries, closing gifts, cards, and other relationship-building activities.
- Help maintain strong client relationships and provide exceptional customer service.
Tracking, Reporting & Organization
- Maintain lead trackers, listing updates, contract information, and closing records.
- Monitor important deadlines, follow-up activities, and business goals.
- Keep documents, reports, and shared files organized and up to date.
Team Collaboration & Special Projects
- Work closely with the agent, transaction coordinators, office manager, and other team members.
- Assist with marketing initiatives, administrative tasks, and special projects.
- Identify ways to improve daily processes and overall efficiency.
- Remain flexible and willing to assist wherever needed to support the team's success.
Qualifications
- Highly organized, detail-oriented, and able to manage multiple priorities.
- Proactive, self-motivated, and able to anticipate needs without constant direction.
- Excellent communication and customer service skills.
- Dependable, punctual, and committed to following through on responsibilities.
- Strong time-management and problem-solving skills in a fast-paced environment.
- Positive attitude, strong work ethic, and willingness to help wherever needed.
- Coachable, adaptable, and open to feedback and professional growth.
- High integrity, professionalism, and ability to maintain confidentiality.
- Comfortable working independently while also being a team player.
- Strong computer skills and ability to quickly learn new systems.
- Previous administrative or executive assistant experience is preferred; real estate experience is a plus.
- Experience with Google Workspace, CRM systems, or Follow Up Boss is a plus.
- High school diploma or GED required.
What We're Looking For
We're looking for someone who does more than simply check tasks off a list. The ideal candidate is a natural organizer who stays one step ahead, takes ownership of their responsibilities, and enjoys helping others succeed.
Someone who is personable, resourceful, attentive to details, and comfortable taking initiative. Most importantly, we're looking for a dependable, positive team player who can keep things running smoothly while adapting to the ever-changing pace of real estate.
Pay: $50,000.00 - $60,000.00 per year
Benefits:
- Paid time off
Work Location: In person
Salary : $50,000 - $60,000