Job Profile: Executive Assistant to the Broker

Village Realty, LLC

Job Standards

1. Primary Objectives – What are the major objectives or outcomes to be accomplished by the person in this job?

• Office Administration and Operational Support
• Marketing and Social Media Management
• Broker and Agent Support
• Real Estate Transaction Coordination
• Scheduling and Calendar Management
• Client Communication and Customer Service
• Community Relations and Business Development
• Website Maintenance and Digital Presence
• Financial Recordkeeping and Administrative Support
• Client Appreciation, Outreach, and Relationship Management

2. Regular Work Activities – What are the most frequent and essential work activities in this job?

Office Administration and Communication:

• Monitor, answer, and respond to the main office telephone line and inquiries received through the customer relationship management (CRM) software.
• Route calls, messages, and inquiries to the appropriate agent or staff member.
• Respond to clients, prospects, and other contacts when the broker or agents are unavailable, including during vacations.
• Perform general clerical duties, filing, data entry, document organization, and other administrative tasks.
• Organize and classify documents within shared drives to maintain an orderly and accessible digital filing system.
• Complete everyday office tasks, handle minor projects, and run errands as needed.
• Maintain confidentiality when handling client information, financial records, contracts, and other sensitive materials.
• Help ensure the office remains organized, professional, and prepared for daily business activities.

Marketing and Social Media:

• Create, schedule, and publish social media posts, reels, videos, and other digital content promoting the agency, its agents, listings, and community involvement.
• Assist with marketing campaigns, promotional materials, and special projects as needed.
• Maintain a consistent and professional online presence that reflects the agency's brand.
• Request client reviews and testimonials, follow up on requests, and help maintain a positive online reputation.
• Purchase, organize, and assemble promotional items, client gifts, and branded merchandise.
• Assist with social media postings and activities for the broker's other businesses.
• Edit short-form videos using iMovie and/or CapCut for social media platforms and YouTube.
• Help manage the agency's website by updating community pages, sharing relevant information, linking to online resources, publishing blog posts, and uploading videos to YouTube.
• Assist with maintaining accurate, current, and engaging digital content across the agency's online platforms.

Real Estate Transaction Support:

• Provide clerical and administrative assistance throughout the contract-to-close process.
• Organize transaction paperwork, maintain files, and track important dates and deadlines.
• Assist with scheduling property showings and coordinating appointments as directed.
• Manage listing signs, keys, and lockboxes, including coordinating placement and removal.
• Communicate regularly with the broker to help ensure transactions move forward efficiently.
• Maintain accurate and organized records to support the broker and agents throughout the transaction process.

Scheduling and Calendar Management:

• Assist with maintaining the broker's calendar, appointment reminders, and weekly task lists.
• Review chamber of commerce and Realtor association calendars for upcoming events, deadlines, and relevant activities.
• Coordinate appointments, meetings, and other scheduled activities.
• Attend meetings as needed and assist with follow-up tasks.
• Keep the broker informed of upcoming commitments, outstanding responsibilities, and important deadlines.
• Help prioritize tasks and adjust schedules as business needs change.

Community Relations and Business Development:

• Attend selected chamber of commerce events and assist in representing the agency within the local community.
• Coordinate quarterly mailings, including preparing materials, organizing mailing lists, assembling mailings, and ensuring timely distribution.
• Support community outreach, client appreciation efforts, and other relationship-building activities.
• Assist with maintaining relationships with local organizations, community partners, and prospective clients.
• Help coordinate promotional activities that strengthen the agency's visibility and reputation in the community.

Financial Administration and Support for Other Businesses:

• Help maintain records and organize financial information related to the broker's other businesses.
• Assist with tracking expenses, organizing receipts, and maintaining accurate financial documentation.
• Coordinate administrative requests with the appropriate individuals, including property managers.
• Maintain organized records and handle financial information with discretion and confidentiality.

General Office and Team Support:

• Assist with miscellaneous daily tasks, special projects, and operational needs.
• Communicate regularly with the broker, agents, and other team members regarding priorities, deadlines, and outstanding tasks.
• Provide flexible support as business needs change.
• Identify opportunities to improve office organization, communication, and administrative processes.
• Take initiative to complete assigned responsibilities accurately and on time.

4. Key Skills – What behavioral traits, attitudes, and skills are required?

• Strong work ethic, dependability, initiative, and willingness to take ownership of assigned responsibilities.
• Excellent organizational skills and attention to detail.
• Ability to multitask, prioritize competing responsibilities, and meet deadlines.
• Strong written and verbal communication skills.
• Professional, friendly, and customer-service-oriented demeanor.
• Ability to work independently while collaborating effectively with the broker and team.
• Proficiency with computers, email, word processing, spreadsheets, and digital file management.
• Comfort using social media platforms and creating, editing, scheduling, and publishing digital content.
• Familiarity with video editing tools such as iMovie and/or CapCut, or willingness to learn.
• Ability to manage calendars, maintain records, coordinate appointments, and track important deadlines.
• Strong follow-through and the ability to complete projects from start to finish.
• Discretion and sound judgment when handling confidential client, transaction, and financial information.
• Flexibility and a positive attitude when responsibilities or priorities change.
• Valid driver's license and reliable transportation for occasional errands and community events.
• Ability to maintain a professional and organized in-office work environment.

5. People Contacts and Interactions – What are the primary people contacts in this job (who, why, and how often)?

• Qualifying Broker – Daily: Primary supervisor; coordinate priorities, scheduling, transactions, marketing, business administration, and outstanding tasks.
• Real Estate Agents – Daily/As Needed: Route inquiries, provide administrative assistance, coordinate appointments, and support transaction-related activities.
• Clients and Prospective Clients – Daily/As Needed: Answer calls and inquiries, provide professional service, and connect individuals with the appropriate agent.
• Property Managers and Other Business Contacts – As Needed: Coordinate administrative requests, organize financial records, and assist with operational matters related to the broker's other businesses.
• Chamber of Commerce and Realtor Association Contacts – Weekly/Monthly or As Needed: Monitor events and deadlines, support community involvement, and assist with representing the agency.
• Community Partners and Local Organizations – As Needed: Help coordinate outreach, mailings, client appreciation activities, and relationship-building efforts.
• Marketing Vendors and Promotional Suppliers – As Needed: Assist with ordering promotional materials, coordinating projects, and managing related administrative tasks.
• Other Professional Contacts – As Needed: Communicate with individuals involved in real estate transactions, meetings, and other business activities as directed by the broker.

Job Requirements

Experience, Training, and Education – What prior work and life experience will help the person in this role succeed?

• A two-year college degree or higher is preferred.
• Previous administrative, marketing, customer service, or real estate experience is preferred.
• A strong work ethic is the most important qualification.
• An ability to independently problem solve is a must.
• Experience with IDX, MLS software is preferred but not required.
• Experience with office administration, scheduling, data entry, document management, and customer communication is beneficial.
• Familiarity with social media platforms, digital marketing, website content management, and video editing is preferred.
• Proficiency with standard office software, email, word processing, spreadsheets, and shared digital filing systems is expected.
• Familiarity with customer relationship management (CRM) software is beneficial.
• Knowledge of real estate transactions, contracts, listings, MLS systems, or real estate office procedures is helpful but not required.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Valid driver's license and reliable transportation are required for occasional errands and community events.

Work Environment and Schedule

• This is an in-office position. Remote or work-from-home hours are not available.
• Initial office hours are 9:00 a.m. to 12:00 p.m., Monday through Friday.
• Office hours and workdays may increase as the business grows.
• The position may expand to additional hours within one to two years.
• The role could develop into a 35–40-hour-per-week position within two to four years.
• The position requires flexibility to handle shifting priorities, occasional community events, errands, and time-sensitive administrative responsibilities.
• Compensation will be commensurate with experience and may include additional pay based on brokerage performance.
• Up to five weeks (25 days) of flexible unpaid time off may be available, with no more than 10 consecutive days taken at one time.
• Unpaid holidays include Memorial Day, Independence Day (July 4), and Labor Day. The schedule also includes three unpaid days for Thanksgiving and time off during the week between Christmas Eve and New Year's Day.