Executive Assistant Job Description Template

This Executive Assistant job description template is optimized for posting to online job boards or careers pages and is easily modifiable. Feel free to customize this sample with your firm’s unique content.

Executive Assistant Job Titles (pick one)Successful Executive Assistant

• Executive Assistant

• Operations Coordinator

• Personal and Executive Assistant

• Executive Brokerage Assistant

• Team Assistant

• Operations Assistant

• Executive Administrative Assistant

• Assistant to the Executive

Example Job Description #1

The Executive Assistant is an individual who is willing and able to earn the right to be an Assistant Executive. This person relishes the opportunity to build, implement, and manage multiple systems with minimal supervision. The Executive Assistant is deeply committed to completing tasks the right way with a high degree of quality, attention to detail, and consistent communication. This person has immense focus and can do one thing for a long time without getting distracted. This individual may exhibit some drive and desire to influence; however, the overriding marker of his/her behavior is persistence and stability.

An Executive Assistant is deeply committed to supporting the lead agent in achieving greater and greater levels of success, and to growing his/her own skills and developing into a supportive leader within the team. As the success of the team grows, this individual will be responsible for hiring, training, and leading additional team members to ensure all administrative tasks of the lead agent’s business continue to be completed to high standards with maximum efficiency.

Example Job Description #2

We are seeking individuals who care about the quality of their work. The perfect team member will be able to work independently and collaboratively in a fast paced and unpredictable environment. This job is responsible for day to day support of Sales Agents and the Team Leader/Sales Manager.

The position requires a wide array of abilities and character traits. In addition to having or gaining the entire skill set of an accomplished real estate professional, you will be helping to manage a small company. We hope you like variety and are stimulated by diverse work responsibilities. Small business owners wear a lot of hats; as the Executive Assistant to the Owner, you will too!

Some of the hats you’ll wear include: Real Estate Transaction Coordinator, Real Estate Negotiator, Marketing Genius, Customer Service Representative, Bookkeeper/Accounts Receivable Specialist, Vendor Manager, Bid/Repair Coordinator, Organization Specialist, Property Manager, Business Operations Engineer, Real Estate Valuation Expert, Technical Writer, Mortgage Processor, Sales Professional, Legal/Liability Risk Consultant, Recruiter, Manager, and Trainer.

Over time, you will be expected to gain a level of proficiency, and eventually mastery in each of these areas. Eventually, other people will join the team and will take over some of these various roles, which will allow you to spend more time focusing on new challenges, responsibilities and roles.

Job Responsibilities (pick 3-6 responsibilities)

• Build, implement and manage all systems for clients, lead generation, database management and back office support, including turning in appropriate

• Coordinate marketing events and client activities

• Oversee all listing files and listing marketing (Brochures, flyers, online marketing, etc.)

• Manage website, blog sites and social media

• Act as a liaison between clients and agents

• Participate in company-provided training sessions

• Compile and distribute weekly/monthly reports to clients (buyers and sellers)

• Manage contract to close process

• Create and maintain an operations manual that documents all systems and standards

• Be the first point of contact in handling customer inquiries and complaints

• Create, maintain and utilize a complete lead follow-up system

• Keep agent informed about challenges and issues that need to be handled

• Provide concierge level customer service to clients and customers

• Work with all preferred vendors, including professional photographers, contractors, etc.

• Enter critical dates for property sales on shared Google Calendar

• Send out weekly reminders of upcoming critical dates via email

• Work with the title company as a secondary liaison on any necessary information/documentation to help get the property to a successful closing

• Coordinate seller listing sign installation and removal at the appropriate times

• Schedule photographers for all seller listings

• Continue to take day to day office tasks away from agent, organizing workflow and reducing inefficiencies

• Draft and Edit all residential and commercial leases

• Prepare leases for execution

• Assist Executive with preparation of leases and presentation materials for properties, as well as draft all correspondence letters

• Manage contracts and files

• Oversee scheduling for executive and the team; hold weekly meeting

• Bookkeeping, financial reports and systems

• Keep detailed tracking spreadsheets

• Prepare spreadsheets of weekly/monthly sales statistics, and expense reports

• Assist in marketing responsibilities, social media and other various websites

• Oversee all contracts through closing

• Responsible for hiring, training, consulting, and holding accountable all additional administrative team members

• Manage day to day office needs

• Project planning

• Research and develop new systems that will benefit the team

• Errands as needed

Job Qualifications (pick 3-6 qualifications)

• Technologically savvy and able to learn new programs quickly and able to troubleshoot common issues; proficiency in Word, Excel, Power Point, Outlook and Internet skills

• Have excellent attention to detail and high-level accuracy with documents

• Concerned with doing things the right way the first time

• Flexible in daily routine; ability to prioritize and manage shifting responsibilities

• Ability to assess, prioritize and act quickly

• Learning based and solution oriented

• Deadline driven and extremely organized

• Open to new ideas and systems

• Able to stay calm and patient when faced with emotional situations

• Excellent customer service and interpersonal skills; can empathize and build relationships with a variety of personalities

• Continue to maintain the good will and reputation of the entire team

• Able to make quick and effective decisions, solve problems, as well as maintain confidentiality

• Excellent verbal and written communication skills

• Proficient in time management

• A true professional, who supports the entire team in achieving their goals

• Strong communication skills (verbal, reading, writing)

• Professional dress and conduct

• Self-motivation, initiative and ability to follow through tasks to completion

• Problem solver with analytical ability

• Ability to work independently, take initiative, and be very organized

• Eye for detail and accuracy

Compensation

Salaries for executive assistants can vary. To find out competitive compensation in your area, click here.