Executive Secretary
Keller Williams
Boca Raton, FL US
Posted ago
Keller Williams

Are you an excellent planner and organizer? We’re hiring an Executive Assistant to provide administrative support to the team lead and help us achieve our organizational goals. Your role is key to ensuring plans are made, schedules are set, meetings happen on time, and files are neatly organized and up-to-date. Ideal candidates are proactive, love diving into projects, working with others, and are interested in playing a big role in the vision of our organization. If this sounds like you, apply below!

Responsibilities
  • Manage office duties such as organizing filing systems and ordering office equipment and supplies
  • Execute other tasks as assigned by executives like picking up orders, arranging personal appointments, etc.
  • Work with an executive to prepare for meetings and record minutes
  • Make sure executive schedules including travel arrangements, itineraries, and team meetings, are organized and up-to-date
  • Ensure basic bookkeeping duties are completed

  • Build, implement, and manage all systems relating to CRM, lead generation, information mgt, and back-office support 
  • Track financial (bills, payroll, commissions, budget), client closing process and conversion  
  • Oversee all contracts through closing  
  • Schedule Buyer and Seller appointments. Prepare all documents for listing, buyer consultations and property showings
  • Be on the front line for customer inquiries and complaints. Keep a consistent communication process, calm demeanor, and positive attitude with clients 
  • Development of all online and printed marketing materials 
  • Provide weekly/monthly market updates to clients 
  • Coordinate and communicate client events and house closing parties 
  • Create and maintain operations manual of all systems and standards 
  • Coordinate purchase, install, and maintenance of office equipment 
  • Keep the lead agent updated daily basis regarding all business activities

Qualifications
  • Must be comfortable using Microsoft Office
  • Possess a high school diploma, G.E.D. or equivalent
  • Impeccable time management skills, organizational skills, interpersonal skills, and communication skills
  • Experience handling confidential information and adhering to strict deadlines
  • At least 2+ years of experience as an executive assistant, or experience performing supportive duties

  • Exceptional organizational and project management abilities 
  • Strong written and verbal communication skills 
  • Proven ability to succeed 
  • Service-based attitude  
  • Learning-based  
  • Great ability to focus 
  • Concerned about doing things the right way 
  • Calm under pressure 
  • Bookkeeping skills 
  • 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

Compensation
$45,000 + Bonus
About Keller Williams

Our team's purpose is to help families looking to sell, buy, or invest in real estate. We have a passion for all things real estate-related. We truly care for our clients and show pride in all we do. We treat our clients as we would those closest to us. We're excellent at what we do because our clients deserve that level of expertise. We're proactive in our approach and relentless in our determination to outperform our competition and the market. We're accountable to ourselves and everyone we represent. Our actions will always speak louder than our words. We believe there is always room for improvement and strive to master and keep perfecting our craft. We have an obligation to those who have bestowed their trust in us to ensure we provide the best talent and tools that are at our disposal. We believe in healthy competition and always strive to learn from their success. We aim to give back to the communities we represent and associate with.

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