Real Estate Executive Assistant | PA788
Marie DeZarate
Paoli, PA
Posted ago
Marie DeZarate

“Professionalism is not the job you do; it’s how you do the job.”

We are looking for a Real Estate Executive Assistant who will maintain a professional image and have a sense of ownership in all that they do—an organizational leader who will manage day-to-day operations in a fast-paced, professional office environment. Do you possess a sense of decorum and social intelligence? Are you a “people person” who values client relationships, who knows when and how to say no, but would rather say yes? 

The details: 

Location/commute: Paoli, PA. Candidate MUST live within a 30-minute commute of Paoli and MUST have their own car, a valid driver’s license, and carry insurance.

Type of employment/hours: Full-time, 40+ hrs, M-F, 9 a.m. - 5 p.m., some evening and weekend flexibility is required.

Compensation: $40,000 - $50,000 base plus bonuses per transaction

Benefits: Paid Vacation

How to apply: To complete the application process please copy and paste this link to your browser:



Support the Agent’s real estate business by implementing and continually improving systems, procedures, and policies. Initiate and deliver marketing projects, maintain client database, and interact with clients and service providers as an extension of the Agent.

The ideal candidate plays an active role in the transaction process, pays attention to the details and knows how to prioritize their responsibilities without direction. We seeks someone who will put the needs of their Agent first and handle all communication with a polished etiquette and finesse.

Your duties will also include:

Office Management:

  • Answer calls
  • Schedule meetings
  • Manage calendars
  • Keep supplies filled - copy paper, listing presentation folders etc.
  • Keep Inventory boards up to date
  • Dropbox files kept current

Client Management:

  • Maintain CRM – Top Producer
  • Maintain monthly marketing plan
  • Create and implement Client follow-up email templates
  • Write and mail notecards
  • Prepare pre-list, listing packages and buyer consultation packages
  • Schedule appointments for home previewing and client home tours
  • Log all client interaction into Top Producer 

Transaction Management:

  • Create draft MLS listings and manage listing status
  • Create and maintain standard activity plans in Top Producer and Google Docs
  • Follow Task Lists in Top Producer and Google Docs
  • Liaise with title, escrow, and lenders for a smooth transaction


  • Ensure market strategy is in line with the company objectives
  • Coordinate marketing campaigns with sales activities
  • Open House prep 

Team Calendar Management:

  • Create agendas
  • Active transaction status
  • Client follow up
  • Lead follow up
  • Business Development projects for the week
  • Prospecting status
  • Financials
  • Non-Money producing projects
  • Calendar review for the week

Desired traits: 

  • We are seeking an individual who can hit the ground running. The ideal candidate is passionate, self-motivated, quick-thinking, flexible, and able to pivot when necessary
  • A skilled and thorough doer with an ability to juggle multiple responsibilities with organization and unwavering attention to detail (hyper-organized)
  • Positive, professional, and proactive
  • Solution-oriented, works well under pressure and during critical timeframes
  • A master communicator who understands the importance of confidentiality and discretion, handles situations with grace and empathy

Required experience and knowledge:

  • 2 years of real estate experience as an Executive Assistant or an Administrator to a Realtor or real estate office
  • An active PA real estate license is preferred
  • General understanding and knowledge of the real estate sales cycle and managing transactions

 We’re also looking for mastery of the following:

  • Zipforms
  • DocuSign
  • MS Office Suite (Word, Excel, etc.)
  • Top Producer
  • DotLoop
$40,000 - $50,000 base plus bonuses per transaction
About Marie DeZarate

Marie has specialized in real estate with residential buyers and sellers throughout Chester and Montgomery counties since 2007 with Re/Max Main Line following years of corporate sales, marketing and entrepreneurial experience. She held her real estate license in New York prior to moving to the area in 2006.

Marie's real estate transactions cover a broad range of home sales from condos and town homes to multi-million dollar homes, as she serves as a professional partner to her buyers and sellers.

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