Executive Assistant
The Harvey Team at Douglas Elliman
Manhattan, NY US
Posted ago
The Harvey Team at Douglas Elliman

The Bridget Harvey Team is looking for a professional, friendly operations wizard. Administrative duties include increasing Team productivity by creating and following protocols, preparing marketing for our sellers, tracking performance for sellers, performing searches and preparing purchase applications for our buyers, scheduling important appointments, assisting in marketing online and in print, and tracking team performance. Job seekers should have superb organizational skills. Ready to join the team? Send in your application today!

Who You Are

  • Enthusiastic about helping others.
  • A meticulously organized problem solver.
  • An eager learner.
  • A firm believer in every member of the team supporting the rest in achieving our goals and those of clients.
  • Kind and engaging with everyone you meet, whether they’re a team member, a client, a vendor, or they keep the Elliman office running.
  • An effective communicator via email, phone, and in-person conversation.
  • Willing to pitch in with staging and property prep and client events.
  • Help make Team leader more efficient, including research professional and personal, scheduling professional and personal, and whatever aids in highest and best use of time.

Responsibilities

General Administrative Duties

  • Create and manage all systems for client relationship management, lead generation tracking, lead follow-up, per agent profit and loss, and deal flow.
  • Manage profit and loss statements, marketing budgets, reimbursements, team commission splits, etc.
  • Coordinate the purchasing of marketing materials and any other business-related supplies and materials.
  • Create and update a business operation manual and all job descriptions/ employment contracts for any future hires.

Listing Pitch Preparation

  • Conduct comparative market analysis.
  • Research target property and sellers.
  • Organize pitch presentation and listing agreement documents.

Pre-Listing Management

  • Submit all agreements and disclosure forms to office management for file compliance, and organize digital copies for easy access.
  • Coordinate with sellers and vendors for all photography, videography, floorplans, staging, repairs, cleaning, and key access.
  • Prepare marketing materials, including property descriptions, floorplans, brochures, etc.
  • Enter all listing information into Elliman listing systems and public-facing websites.
  • Post videography (including transcriptions) to YouTube, Instagram, Facebook, Linked In, and TikTok.

Active Listing Management

  • Field and schedule requests for showings - coordinate with agents, sellers, and prospective buyers.
  • Schedule all open houses on Elliman.com and Streeteasy.
  • Follow up with prospective buyers to obtain feedback, and record it for easy access.
  • Create a template providing weekly updates to listing clients regarding showings, feedback, our marketing efforts, and a market snapshot.
  • Prepare competing offer presentations for sellers.

Buyers

  • Create a property drip based on their criteria in Resource.
  • Research prospective properties, on and off the market, for our top buyers.
  • Schedule showing tours (private appointments and open house tours.)
  • Request feedback and share with listing agents.
  • Request and maintain disclosures, REBNY financial statements, and all other offer documents.
  • Introduce to vendors (attorneys, mortgage brokers, contractors, and/or architects as needed.)
  • Prepare offer paperwork.
  • Prepare purchase applications for all team members.

Contract and Closing Management for Sales

  • Create deal sheets and send them to attorneys and clients.
  • Share due diligence materials with attorneys and clients once the deal sheet has been sent.
  • Schedule mortgage appraisals.
  • File closing documents, submit commission invoices and file payment documents with Elliman's office.

Contract and Closing Management for Rental Listings

  • Request disclosures from the agent (fee agreement, agency, and fair housing.)
  • Run a credit check.
  • Share application and credit check with agent and landlord.
  • Prepare leases.
  • Issue commission invoice if an OP.

Marketing and Business Development

  • Manage and update agent website.
  • Assist agent to manage social media presence (YouTube, Instagram, Facebook, Linked In, and TikTok.)
  • Plan client and vendor appreciation events.
  • Request client testimonials after closing, and update the website, social media, etc.
  • Coordinate and implement agent marketing videos and property videos online.
  • Coordinate and implement agent geographic farming pieces.
  • Email newsletter
  • Revamp listing package.
  • Revamp buyer package.

Ride for Love - Douglas Elliman's annual bikeathon benefiting God's Love We Deliver

  • Write the first draft of sponsor requests in the spring and summer.
  • Write the first draft of past donor emails.
  • Design and order thank you cards for donors and riders.
  • Maintain rider spreadsheets.
  • Maintain Bridget's fundraising spreadsheet.
  • Design, order, and ship rider swag (T-shirts, kits, and additional swag.)
  • Send thank you cards to all sponsors, donors, and riders.

Qualifications
  • Enjoys talking with customers and can communicate through verbal and written channels
  • Navigates computer programs with ease to provide a quick front-desk experience for customers
  • Customer service experience in our industry is preferred
  • High school diploma or GED required, some college experience preferred
  • Shows ability to quickly finish very detailed work
Compensation
$55,000 - $65,000 yearly
About The Harvey Team at Douglas Elliman

The Bridget Harvey Team at Douglas Elliman is a fast-paced, high-energy group of agents selling luxury real estate throughout Manhattan and prime Brooklyn. With 18 years of combined experience, The Bridget Harvey Team is recognized as a leading expert in the New York City real estate market and we are in the top 5% of Elliman agents nationally.

We truly love helping our clients succeed in their real estate goals, and we hope that you feel the same.

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