Executive Assistant
Douglas Elliman
New York City, NY US
Posted ago
Douglas Elliman

The Bridget Harvey Team is hiring an operations wizard to support our team of real estate matchmakers.

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.

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, invoice payments, marketing budgets, reimbursements, team commission splits, etc.
  • Coordinate the purchasing of any 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.
  • Manage the recruiting, hiring, training, and ongoing leadership of all future administrative 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.

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.

Buyers (most buyer support for Bridget only with the exception of purchase applications.)

  • Create a property drip based on their criteria in Resource.
  • 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.

Marketing and Business Development

  • Manage and update agent website.
  • Assist agent to manage social media presence.
  • Plan client and vendor appreciation events.
  • Request client testimonials after closing, and update to the website, social media, etc.
  • Coordinate and implement agent marketing videos and property videos online.

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

  • Write the first draft of Bridget's emails to all past riders monthly most of the year and weekly during September.
  • 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.
  • Design and order thank you cards for riders.
  • Maintain rider spreadsheets with Julia Cordry at God's Love We Deliver.
  • Maintain Bridget's fundraising spreadsheet for Bridget with Julia Cordry's help.
  • Ship rider shirts and swag first week of September with Julia Cordry's help.
  • Send thank you cards to all donors as they come in.
  • Send thank you cards to all sponsors and riders last week of September / first week of October.

Qualifications

Your Ideal Skills and Experience

  • Skilled writer - for emails, property descriptions, and more. 
  • Experience with a Customer Relationship Management (CRM) software.
  • Familiar with Photoshop, Canva, or other design tools.
  • Video editing for Instagram, YouTube, and TikTok.
  • Social media management.
  • Experience in the real estate, interior design, financial, mortgage, or insurance industries, or any luxury service.
  • A genuine curiosity about New York City real estate.
  • A true enthusiasm for helping others succeed at their goals.

Compensation
$40,000 - $50,000 yearly
About 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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