High Level Executive Admin Assistant

Responsibilities:

• Prepare, organize, and manage listing paperwork and disclosures

• Enter listings into MLS accurately and in a timely manner

• Coordinate photographers, stagers, signage, lockboxes, and vendors

• Source and schedule local support when needed for listing-related tasks

• Manage listing timelines, updates, and status changes

• Upload, organize, and maintain listing media and documents

• Ensure listing files remain complete and compliant

• Open and organize transaction files once a property is under contract

• Coordinate handoff of files and information to the Transaction Coordinator

• Track transaction milestones and deadlines

• Ensure milestones are recorded in the calendar, CRM, and transaction system

• Monitor transaction progress and communicate updates

• Draft defect notices when needed

• Prepare documents for signature

• Follow up on outstanding documentation

• Research expired listings, FSBOs, probate/estate properties, absentee owners, and targeted neighborhoods

• Build accurate prospecting call lists

• Verify contact information and property details

• Segment and prioritize lists

• Deliver daily call lists with names, phone numbers, property details, and notes

• Maintain accurate CRM records

• Log notes, tags, and status updates

• Create and assign follow-up tasks

• Monitor pipeline activity

• Prepare pipeline reports as requested

• Maintain a master calendar of appointments and deadlines

• Schedule and confirm appointments

• Set reminders for critical dates

• Track timelines to ensure commitments are met

• Organize inboxes using folders, labels, and rules

• Flag time-sensitive communications

• Draft responses when appropriate

• Route communications to the appropriate team member

• Maintain SOPs, checklists, and workflows

• Organize Google Drive folders and files

• Prepare reports and summaries

• Support onboarding tasks and system setup

• Assist with process improvements

Qualifications:

• 1+ Years as a High Level Executive Admin Assistant or similar position

• Fluent English, both verbal and written

• Stable internet connection, laptop, and headset

• Energetic & upbeat

• Team Player

• Willing to listen to feedback & improve