Executive Admin

Job description

Narrative

The Executive Assistant is an individual who is willing and able to earn the right to be an Assistant Executive. This person relishes the opportunity to build, implement, and manage multiple systems. The Executive Assistant is deeply committed to completing tasks the right way with a high degree of quality. This person has immense focus and can do one thing for a long time without getting distracted. This individual may exhibit some drive and desire to influence; however, the overriding marker of his/her behavior is persistence and stability.

An Executive Assistant is deeply committed to supporting the lead agent in achieving greater and greater levels of success, and to growing his/her own skills and developing into a supportive leader within the team. As the success of the team grows, this individual will be responsible for hiring, training, and leading additional team members to ensure all administrative tasks of the lead agent's business continue to be completed to high standards with maximum efficiency.

Job Standards

1. Primary Objectives

• Build, implement, and manage all systems for sellers, buyers, lead generation, marketing, database management, information management, and back-office support
• Event marketing for client/friends appreciation and philanthropy
• Social media management across YouTube, Facebook, and IG platforms
• Create and maintain an operations manual that documents all systems and standards
• Coordinate the purchase, installation, and maintenance of all office equipment and system tools
• Be the first point of contact in handling customer inquiries or complaints
• Keep the lead agent informed regarding any problems or issues that need to be handled
• Keep track of all financial analysis, financial goals, received invoices, payments, and tax filings

1. Regular Work Activities

• System development, implementation, and management
• Social media content creation
• Information management
• Oversight of contracts through closing
• Customer/vendor relations
• Growing the customer database and organizing systems to systematically touch our database
• Leading future administrative team members we add including their hiring and onboarding
• Responsible for the processing of all contracts through closing.
• Assures that all post-closing disbursements, filing, and procedures take place.
• Communicates with customers, clients, other agents, and service providers throughout the closing process.
• Responsible for keeping the entire team updated on the progress of all contracts and advises team members when they need to become involved in negotiations or problem resolution.
• Maintains all vendor and service provider files.
• Responsible for effective communication with clients to ensure that fiduciary service is delivered from contract to close.
• Develops and implements systems for sellers, buyers, lead generation, contact database management, and back office support. Ensures that all systems and processes run efficiently, making revisions as needed.
• Develops and maintains all team filing systems (listings, contracts, legal, correspondences, etc.) and computer databases. This includes making sure that all reference material and forms are available and current.
• Responsible for providing fiduciary service to all sellers from the time their home goes on the market up until it goes into contract. Responsible for smooth transition of seller files to Transaction Coordinator to ensure that fiduciary service continues.
• Responsible for producing listing marketing materials and scheduling promotional programs for listings.
• Responsible for regular communication with sellers to include progress reports and feedback from showings.
• Responsible for keeping the Listing Specialist or Team Leader updated on the progress of all seller contracts and advising when they need to become involved in negotiations or problem resolution.
• Assists the Team Leader in coordinating the staging, repairs, and home improvements required for showing the property.
• Manage Social Media sites like Facebook, Twitter, Linked In, etc.
• Manage the Live Columbus vlog and Keys To Hilliard initiative
• Responsible in expanding Social Media Network - gaining Twitter followers, FaceBook fans, LinkedIn connections.
• Research on materials and posts them daily on all social media pages.
• Creates marketing for homes
• In charge of lockbox and sign inventory
• Puts up and takes down lockbox and signs

1. Management Responsibilities

• Manage all future administrative team members
• Keeps team leader on task and on schedule

1. Key Skills

• Strong written and verbal communication skills

· Exceptional organizational and project management abilities

· Exceptional skills using social media

• Great ability to focus

· Concerned about doing things the right way

· Calm under pressure

· Learning based

· Service-based attitude

· Proven ability to succeed

1. People Contacts and Interactions

• Lead Agent - daily
• Agent Team- as appropriate
• Administrative Team (as appropriate to team structure) - daily
• Buyers/Sellers/Vendors - as appropriate

1. Compensation

· $30,000 to $38,000 salary based on experience

· Commission Bonuses for referral business

· Bonuses for meeting or exceeding team production goals

· 90 day trial period with a 30-60-90 day action plan

· Upon your 90 day review, you may be offered a full time position