Executive Administrative Assistant

Executive Administrative Marketing Assistant
About us

Keller Williams Realty is a small business in Walnut Creek, CA 94596. We are agile, fast-paced and fun.

Our work environment includes:

• Relaxed atmosphere
• International workforce

Job description

Are you interested in a versatile role with leadership opportunities? We’re hiring a professional and proactive executive assistant to support our lead supervisor. You’ll be in charge of managing schedules, making travel arrangements, organizing our filing systems, and making sure administrative tasks in the office run smoothly. Job seekers should love planning, organizing, and diving into new challenges. Some driving to appointments and running tasks will be involved as well.

Responsibilities:

Help prepare meetings and take detailed minutes
Perform office management duties such as organizing filing systems and ordering office equipment and supplies
Perform additional assigned duties from executives such as picking up orders, handling personal mail, meeting vendors, meeting clients, restocking supplies at properties, etc.
Serve as the main contact for high-level executive
Oversee scheduling, including arranging accommodations and travel, managing itineraries, and setting up team meetings

• You should be caring, reliable, professional, an organizer, confident, a positive person, have an incredible ability to focus and move projects forward, a great communicator; both written and verbal, have excellent computer skills, resourceful, have a good sense of humor, always thinking ‘what’s next, a fast learner with a quick mind and be willing to work hard and smart.This is NOT an entry-level position administrative Management

Ideal Candidate

• Oversee all aspects of the administration of the agent’s business including scheduling, meeting preparations, and personal tasks.
• Create and manage all systems for sellers, buyers, CRM, lead generation tracking, lead follow-up and all office administration.
• Maintain a business operations manual.
• Coordinate the purchasing of any office equipment, marketing materials, and any other business-related supplies and materials
• Hold agent and team accountable for conducting all agreed-upon lead generation activities.
• Ensure that all agent activities are limited to listing a property, showing property, negotiating contracts and lead generation.

Listing Management

• Oversee all aspects of seller transactions from initial contact to the executed purchase agreement.
• Prepare all pre-listing materials: listing presentation, listing agreement, disclosures, CMA, etc.
• Coordinate with sellers all property photos, staging, repairs, cleaning, signage, lockbox, access requirements and marketing activities.
• Input and maintain listing information on MLS and marketing websites.
• Coordinate showings and obtain feedback.
• Coordinate all open houses and broker tours.
• Provide proactive weekly feedback to sellers regarding all showings and marketing activities.
• Submit all necessary documentation to the office broker for file compliance.
• Input all necessary information into CRM and transaction management systems.

Marketing Management

• Coordinate, implement, and execute all team marketing on website, blog, social media, and SOI email campaigns with creativity and consistency.
• Create and coordinate all listing and open house flyers, postcards, signage, and all other marketing materials.
• Manage and update the website, social media platforms, and online listings.
• Regularly assist the agent to manage and enhance the team’s social media presence.
• Manage CRM and system.
• Create and regularly prepare all buyer and seller consultation packages.
• Track and coordinate all inbound leads from websites, social media and other online sources.
• Coordinate all client appreciation events.
• Regularly obtain testimonials for websites, social media and other marketing materials.
• Execute regular and systematic marketing campaigns.

Contract Management

• Oversee all aspects of buyer and seller transactions from executed purchase agreement to closing to ensure consistent and professional customer service is being delivered to clients, agents and service providers.
• Regularly update and maintain communication with clients, agents, title officer, lender etc.
• Ensure transaction coordinator has submitted all necessary documentation to office broker for file compliance.
• Coordinate title/escrow, mortgage loan and appraisal processes.
• Coordinate inspections, and coordinate scheduling and completion of repairs.
• Coordinate moving/possession schedules.
• Coordinate closing process.

Qualifications:

• 2+ years of administrative experience, preferably in a real estate office
• Strong written and verbal communication skills
• Excellent organizational and time management skills
• Ability to focus on the tasks given, and move them forward promptly, and effectively
• Ability to create systems for business operations
• Tech Savvy - proficient with email use, text, social media, and website browsing
• Proficient with Gmail, Google Docs, Google Spreadsheets
• Ability to create tasks that better the operation of the business

Desired:

• Previous experience in a real estate sales office
• Previous marketing experience
• Experience in writing content for blogs, email campaigns, and marketing materials
• Experience in running marketing operations for a company
• Experience in using Paragon, DocuSign and Zipforms
• Experience using a CRM (database management system)
• Bookkeeping skills
• Active CA real estate license

Job Types: Full-time, Part-time, Contract

Pay: $24.00 - $29.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• In more than 4 sentences, why do you think you would be a good fit for this role?

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Powerpoint: 3 years (Required)
• Microsoft Excel: 3 years (Required)

Work Location: In person