Real Estate Executive Assistant
Heather Douglas Mayer
Portland, ME US
Posted ago
Heather Douglas Mayer

The Executive Assistant is an individual who is willing and able to grow into the role of Director of Operations and is excited to serve as an integral role as an Empire Builder alongside Heather. This person relishes the opportunity to build, implement and manage multiple systems with minimal supervision. This person is deeply committed to completing tasks quickly, and most importantly, with high standards and attention to detail. Excels at consistent communication and has the ability to switch tasks with ease. This person is deeply committed to supporting Heather in achieving greater levels of success and growing his/her own skills as a supportive leader within the team. As the success of the team grows, this person will be responsible for hiring, training, and leading additional administrative team members. 


Transaction Management

  • Coordinate the process from contract to closing
  • Serve as a liaison between agent and client
  • Client and Vendor Communication
  • Paperwork and compliance
  • Scheduling and coordination of closings
  • Execute post-close checklists


  • Create/oversee listing marketing - just listed, just sold, price reductions; 
  • Create/implement buyer need/farming postcards 
  • Create and maintain social media marketing campaign
  • Coordinate Social Media Posts: Facebook/ LinkedIn/Instagram 
  • Update, maintain, and assemble new Buyer and Seller packets 
  • Create and implement client experience gifting 
  • Closing Gifts: Select, order, and maintain gifts  
  • Create and implement past client touchpoints 
  • Plan twice-yearly client appreciation gatherings 

Listing Management

  • Help compile and assemble CMAs 
  • Complete public records checklist, Obtain code file from town
  • Prep in zip forms and DocuSign Listing Paperwork 
  • Listing prep: (attend a photo shoot, enter photos, listings, attach docs in MLS
  • Complete Listing checklist 
  • Continual client communication 
  • Monitor feedback; if not received within 24 hrs, contact buyer agent; and coordinate with HDM to deliver Feedback 
  • Create 2 Week market analysis reports if needed 
  • Off-site: Remove lock boxes, add sign riders, deliver showing books, etc as needed 

Database management

  • Maintain and Update Command CRM on a weekly basis 
  • Implement SmartPlans  
  • General administrative/Office management tasks as needed

  • 2-3 years experience as an executive assistant or administrative assistant
  • Experience using word processing programs, spreadsheets and Multiple Listing Service
  • Prior experience in real estate is a bonus
  • High school diploma or G.E.D. required
  • Excellent communication skills and organizational skills

  • The ideal candidate must either have a current real estate license OR be willing to obtain their license within 90 days of hire

$45,000 - $50,000 yearly
About Heather Douglas Mayer

Heather Douglas Mayer has helped over 275 families, selling over $125 Million in real estate as an Individual Agent. For 2022 she earned Top Associate Platinum and #1 Individual for KW Maine. She is honored to consistently rank in the Top 1% of Maine Realtors for volume sold year after year. During her 11 years in real estate, Heather has earned numerous distinctions. She earned the Circle of Excellence designation based on production at her previous brokerage yearly from 2017-2021. In 2020 Heather qualified for the National 2020 REAL Trends “The Thousand” & America’s Best Agent Ranking based on volume sold. Heather lives in Portland with her two daughters. When she’s not working you can find her walking the Presumpscot Falls Trails with her dogs, and enjoying the incredible restaurants and spending as much time on or near the water as weather allows!


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