Job Description

We’re hiring a driven real estate executive assistant to support the supervising broker and carry out basic administrative tasks. You’ll serve as a liaison between the broker and clients and be responsible for screening and conveying relevant messages and making appointments, and travel arrangements for the broker. You will also be responsible for the safe-keeping of customer information in the database, keeping the office supplies well-stocked, and working with other departments when necessary. Candidates should be quick problem solvers, extremely organized, and have some experience in a relevant field. If you think you’d be a great fit, apply today! Responsibilities:

• Keep a balanced record of the broker’s business transactions
• Make appointments and travel itineraries for broker
• Support the real estate office as needed with other assistant duties, such as picking up orders
• Convey messages to broker that were received through phone calls, emails, memos, or reports
• Serve as a liaison between the managing broker and clientele
• Act as a true right-hand to the team leader, anticipating needs and proactively managing tasks
• Manage the team’s general phone line and respond to inquiries with professionalism and warmth
• Coordinate and manage the team leader’s calendar, schedule, travel, and correspondence
• Prepare and write listing agreements and sales contracts in the DMV region (DC, Maryland, Virginia)
• Organize and lead weekly team huddles, ensuring alignment and productivity
• Create agendas and take detailed notes during team meetings, ensuring all action items are documented and followed up on
• Track agent goals, performance metrics, and accountability systems
• Implement and refine systems and procedures to streamline day-to-day team operations
• Troubleshoot operational roadblocks and maintain an organized office environment (physical or virtual)
• Plan and execute client appreciation events, community events, and team gatherings from start to finish
• Monitor and manage team lead flow through CRM (e.g., Follow Up Boss, Compass Business Tracker, etc.)
• Assign incoming leads and track follow-up activity
• Act as the first point of contact for online inquiries when necessary
• Maintain and nurture the team’s database and past client engagement plans

Qualifications:

• Able to effectively communicate to clients and other team members in a timely manner
• Familiar with Microsoft Word, Excel, and Multiple Listing Service
• Real estate experience preferred but not required
• Can work on deadline and handle private client information
• High school diploma or equivalent required
• Experience in real estate operations or as an executive assistant (real estate industry preferred)
• Strong organizational and project management skills
• Excellent communication skills (written and verbal)
• A proactive, can-do attitude and the ability to anticipate needs
• Confidence in navigating CRMs, calendar tools, digital task managers, and shared drives
• The ability to manage multiple priorities in a fast-paced environment with grace and confidentiality
• Knowledge of MLS systems, Canva, Google Workspace, Compass Business Tracker, Zipforms, DocuSign, Follow Up Boss, and platforms like Asana is a plus

About Company: As part of Jenn Smira & Co, one of the leading real estate teams in the Capital Region, you'll be joining a company consistently ranked among the top 100 large real estate teams in the nation by The Wall Street Journal. With over 50 years of collective experience in the field, we blend expert negotiation skills, tactful diplomacy, and unparalleled service to deliver exceptional results for clients. Our dedication lies in providing thoughtful, comprehensive, full-service real estate solutions, prioritizing not only delivering results but also an exceptional experience throughout the process.

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