Real Estate Executive Assistant

About Me Hi! I'm Jodi-Ann Brown, a Realtor with Keller Williams Realty serving Florida's Treasure Coast. My mission is simple: Guiding Your Heart Home. I'm building an organized, relationship-focused real estate business that delivers an exceptional client experience from the first conversation to the closing table. I'm looking for a proactive, detail-oriented Executive Assistant who wants to become my right hand and grow alongside the business. This is a long-term opportunity for someone who enjoys creating systems, solving problems, and helping a business operate efficiently. About the Role This is a combination of Executive Assistant, Operations Coordinator, Client Care Coordinator, and Real Estate Administrative Assistant. You'll be responsible for keeping the business organized, ensuring clients receive an outstanding experience, and helping projects move forward without constant supervision. I'm looking for someone who takes initiative, communicates well, and enjoys finding better ways to do things. Key Responsibilities Executive & Administrative Support Manage calendar and appointments Coordinate buyer and seller consultations Organize Gmail inbox and draft professional email responses Manage Google Drive and file organization Track projects, deadlines, and priorities Create and improve business systems Prepare meeting notes and follow-up tasks Assist with events, and miscellaneous administrative projects CRM & Client Care Maintain Keller Williams Command CRM Enter and update client records Organize lead pipelines Prepare buyer and seller consultation packets Draft consultation recap emails Schedule follow-up communications Send property searches Coordinate introductions with lenders and vendors Ensure every client receives timely communication Market Research & Offer Preparation Prepare Comparative Market Analyses (CMAs) using MLS data and templates Research comparable sales and market activity Organize pricing information for listing appointments Draft purchase agreements and addenda based on my instructions Assemble complete offer packages Verify required documents before submission Coordinate signatures and contract documentation Listing & Transaction Coordination Prepare MLS listing drafts Coordinate photographers, videographers, and staging appointments Schedule inspections, appraisals, and walkthroughs Track contract deadlines Follow up with lenders, title companies, inspectors, and cooperating agents Request showing feedback Prepare weekly seller updates Organize transaction files Help ensure every transaction stays on schedule from contract to closing Marketing Coordination Coordinate social media scheduling Work with video editors and designers Organize Canva files Assist with newsletters and email campaigns Organize listing marketing Track marketing performance Keep marketing projects moving on schedule Skills & Qualifications Required: Excellent written and spoken English Exceptional organization and attention to detail Strong communication skills Ability to prioritize multiple projects Professional and proactive mindset High level of integrity and confidentiality Ability to work independently with minimal supervision Preferred: Experience supporting Realtors or real estate teams Keller Williams Command experience (highly preferred) MLS experience Transaction coordination experience Google Workspace Canva Mail chimp ManyChat Hours 20–30 hours per week initially Opportunity to grow into full-time What Success Looks Like Within your first 90 days: My calendar and inbox are organized. My CRM is consistently updated. Transactions stay on schedule. Listing preparation is organized and efficient. Offer packages are assembled accurately. Clients receive timely communication. Marketing projects stay on track. I spend significantly more time with clients and lead generation instead of administrative work. Growth Opportunity This is not simply an assistant position. As the business grows, I intend for this role to grow into a leadership position with increasing responsibility in operations, systems, and team management. If you're looking for a long-term opportunity where your contributions truly matter, I'd love to meet you. To Apply Please include: A short introduction about yourself. Your experience supporting Realtors or real estate businesses. Your experience with Keller Williams Command, MLS systems, or transaction coordination. The software you're most comfortable using. An example of a process or system you've improved. Your hourly rate. Your weekly availability.