Executive Assistant
Swanson Realty Group LLC.
Austin, TX US
Posted ago
Swanson Realty Group LLC.

Who are we looking for?

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, consistent communication and is very organized. 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 company’s agents in achieving greater and greater levels of success, and to growing their 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.


What will you do?

These are the standards a well-above-average performer will maintain or exceed:

  • Build, implement, and manage all systems for sellers, buyers, lead generation, database management, information management, and back-office support
  • Responsible for all financial systems, including maintaining the books, paying the bills, handling payroll, assuring the collection of commissions, dispersing commissions and maintaining the budget
  • Oversee all contracts through closing
  • Appointment coordination and follow-up
  • Signed contract coordination and follow-up
  • Listing coordination and follow-up
  • Marketing coordination and approval support
  • Assist with offers
  • Create and maintain an operations manual that documents all systems and standards
  • Coordinate the purchase, installation, and maintenance of all office equipment
  • Be the first point of contact in handling customer inquiries or complaints
  • Keep the President informed regarding any problems or issues that need to be handled
  • Responsible for hiring, training, consulting, and holding accountable all additional administrative team members and onboarding and supporting sales agents
  • Monitor, organizer and handle Presidents email box

 Essential duties and responsibilities

  • System development, implementation, and management
  • Information management
  • Oversight of contracts through closing
  • Customer/Vendor relations


  • President – daily
  • Agents on the Team – daily
  • Administrative Team – daily
  • Buyers/Sellers/Vendors – as appropriate
  • Check-in with Agents via Teams daily
  • Answer Agent questions and provide support – communicate plan within 12 hours

Builder listing coordination

  • Execution of new marketing collateral/processes
  • Updates of marketing collateral including though not limited to site maps, included feature sheets, community information sheets, custom feature sheets, websites, etc
  • Handle all contracts and addenda through closing
  • Keep sales logs and spreadsheets current and updated
  • Create and send builder reports daily
  • Event planning and execution
  • Assist sales team as needed

Marketing Coordination

  • Touch Plan Management
  • Coordinate execution and audit drip campaigns/Smart Plans weekly
  • Report status to President monthly or as needed
  • Audit and approve monthly newsletters and initiate disbursement
  • Ensure all email blasts and eflyer campaigns have been executed by the deadline
  • Create all direct marketing campaigns and execute

 Social Media Assistance

  • Ensure all posting is done as directed and audit for compliance
  • Events planning and execution
  • Report Social Media results monthly at State of Your Company with recommendations

Client Care

  • Execute showing follow up calls and provided to client
  • Create Seller Reports and send weekly
  • Use approved scripts to call Sellers weekly for updates, needs, and to check in on “The Promise”
  • Testimonials and Referrals Management
  • Follow the Perfect Real Estate Assistant course
  • Ensure referral partners and clients receive thank you gift, handwritten card, and is documented in the Operational Database and Command
  • Create and manage quarterly client events


  • Audit Command & Follow Up Boss monthly to assess database health and work with the President to increase score
  • Ensure documentation associated with each contact is created within 24 hours and correct throughout the process

Event execution

  • Plan and implement event assignments including though not limited to goals, timeline, marketing collateral, communication of vendors, expense approval
  • Attend events
  • Create virtual presentations for owners


  • Onboarding
  • Train Agents on (following checklist):
  • MLS Listing process and document collection shadow
  • SRG Hub capabilities explanation per checklist
  • Dialer use and capabilities
  • Train and teach on listing property procedures
  • CE
  • Schedule staff CE per calendar
  • Support Leadership with CE training


  • Meet with external Transaction Coordinator(s) weekly to check on status
  • Attend morning huddle sessions
  • Meet with President twice a week to brief on listings via Teams Virtual Meetings with audio and visual
  • Attend Lead Generation Huddles and Participate in Lead Generation Meetings
  • Prepare for Weekly 411 with the President
  • Attend and take notes during Agent/All Staff Meeting and send to all team members within 24 hours
  • Attend all mandatory company meetings as needed



  • Strong written and verbal communication skills
  • Exceptional organizational and project management abilities
  • Bookkeeping skills
  • Great ability to focus
  • Concerned about doing things the right way
  • Calm under pressure
  • Learning-based
  • Service-based attitude
  • Proven ability to succeed
  • High school graduate
  • Bachelor’s degree preferred
  • Real estate license preferred
  • 1–3 years of service and management experience
  • 3–5 years of administrative experience

$50,000 + Bonus
About Swanson Realty Group LLC.

Who are we?

Our Mission-To positively transform lives through real estate by providing opportunities for people to reach their God-given potential.

Our Vision-To be the real estate team of choice for Buyers, Sellers, and highly talented professionals who value relationships over transactions.

Our Values-




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