Executive Assistant

PAY RANGE: $45,000 - $55,000 Starting Salary DOE About Us At Amherst Madison, we’re more than a real estate brokerage — we’re a community of professionals redefining what it means to serve clients with excellence, integrity, and distinction. We specialize in luxury real estate, development, and creating exceptional experiences for the clients and communities we serve. We are seeking a Personal & Real Estate Assistant to work directly with our Team Leader and Brokerage Owner. This individual will serve as a trusted right hand, helping manage the moving pieces of an active real estate business, executive schedule, client relationships, transactions, events, and day-to-day personal and professional responsibilities. Role Overview This is a unique opportunity for a proactive, highly organized professional who thrives in a fast-moving, entrepreneurial environment. The Personal & Real Estate Assistant will help create leverage for the Team Leader/Owner by anticipating needs, organizing priorities, preparing for meetings, managing communication, maintaining the CRM, supporting real estate transactions, coordinating client and company events, and ensuring important details do not fall through the cracks. The ideal candidate is someone who enjoys being at the center of activity and takes pride in making other people more effective. You should be comfortable moving between executive support, client service, real estate operations, personal assistance, and problem-solving throughout the course of a day. Success in this role requires discretion, initiative, exceptional follow-through, and the ability to think several steps ahead. Key Responsibilities Executive & Personal Support Manage the Team Leader/Owner’s daily calendar, appointments, meetings, travel, and scheduling. Serve as the gatekeeper of the Owner’s time and help prioritize competing requests and commitments. Prepare the Owner for meetings by organizing agendas, notes, documents, client information, property information, and other necessary materials in advance. Attend meetings when requested, capture notes and action items, and ensure follow-up items are completed. Manage reminders, deadlines, commitments, and outstanding tasks. Assist with travel planning, reservations, itineraries, and logistics. Coordinate personal appointments, reservations, errands, vendors, and other personal administrative needs as requested. Help organize and coordinate special projects across the Owner’s business and personal activities. Maintain strict confidentiality when handling sensitive business, financial, employee, client, and personal information. Anticipate needs and proactively solve problems before they become issues. Client & Meeting Preparation Prepare for buyer consultations, seller meetings, listing appointments, development meetings, investor meetings, and other client-facing appointments. Assemble property information, market data, reports, presentations, contracts, notes, and supporting documents prior to meetings. Confirm appointments and communicate necessary details with clients and other participants. Coordinate meeting locations, conference rooms, technology, food, materials, and other logistics when needed. Maintain accurate notes regarding client preferences, conversations, commitments, and next steps. Ensure follow‑up communication and action items are completed promptly after meetings. Help create a high‑touch, organized client experience before, during, and after every interaction. Assist with coordination of active buyer, seller, investment, and development transactions from initial engagement through closing. Maintain transaction timelines and track critical dates, contingencies, inspections, appraisals, closings, and other milestones. Coordinate communication between clients, cooperating agents, title companies, lenders, inspectors, contractors, attorneys, and other transaction partners. Ensure documents, disclosures, reports, and other transaction materials are organized and available when needed. Coordinate inspections, walkthroughs, photography, access, vendor appointments, and property-related logistics. Track outstanding transaction items and proactively follow up with the appropriate parties. Prepare closing and client‑service materials and help coordinate closing‑day logistics. Maintain organized digital records for listings, clients, and transactions. Work closely with Amherst Madison transaction and brokerage staff to ensure files and transactions remain organized and compliant. Provide support for luxury listings, development projects, investment opportunities, and other real estate initiatives involving the Owner. CRM & Database Management Serve as the primary administrator for the Owner’s HubSpot CRM and become the internal expert on how the system is organized and used. Maintain accurate and complete records for clients, prospects, investors, developers, referral partners, agents, and other important relationships. Enter meeting notes, communication history, property interests, personal details, follow‑up dates, and relationship information. Create and manage tasks, reminders, pipelines, lists, and follow‑up workflows. Monitor the database for incomplete records, overdue tasks, missing information, and opportunities requiring follow‑up. Help develop systems that ensure important relationships receive consistent communication and attention. Coordinate with other team members to improve CRM processes, automation, reporting, and data quality. Help the Owner identify who needs attention, follow‑up, or outreach at any given time. Inbox & Communication Management Assist with management and organization of the Owner’s email inbox. Identify urgent or high‑priority messages and ensure they receive appropriate attention. Organize, flag, archive, route, or prepare responses to messages as appropriate. Monitor direct messages and inbound communication across designated social media profiles. Route marketing‑related requests to the appropriate marketing team member while ensuring client, recruiting, business, and personal inquiries receive proper follow‑up. Maintain organized communication systems so important messages and opportunities are not missed. Maintain professionalism and discretion when communicating on behalf of the Owner. Event & Experience Coordination Assist with planning and execution of client events, real estate events, community events, company functions, dinners, meetings, educational events, and private gatherings. Coordinate venues, invitations, RSVPs, catering, vendors, materials, signage, schedules, and event logistics. Maintain guest and invitation lists through HubSpot or other appropriate systems. Coordinate with Amherst Madison staff, marketing personnel, vendors, and outside partners. Attend events when necessary to assist with execution, guest experience, and logistics. Track follow‑up opportunities and relationship information generated through events. Help ensure events reflect the high level of service and professionalism expected from the Amherst Madison brand. Project & Relationship Coordination Assist with special projects related to real estate, development, investments, speaking engagements, community involvement, and other Owner initiatives. Maintain project lists, deadlines, responsibilities, and next actions. Coordinate with internal Amherst Madison departments and outside professionals on behalf of the Owner. Help maintain important relationships with clients, referral partners, developers, investors, agents, community leaders, vendors, and other contacts. Track promises, commitments, introductions, and follow‑up opportunities. Serve as a central point of organization across the Owner’s various business activities. Qualifications 3+ years of experience as an Executive Assistant, Personal Assistant, Real Estate Assistant, Transaction Coordinator, or similar high-level administrative role. Comfortable managing multiple priorities in a fast‑paced and frequently changing environment. Excellent written and verbal communication skills. Professional demeanor and ability to interact confidently with high‑net‑worth clients, executives, real estate professionals, vendors, and community leaders. Experience with CRM platforms; HubSpot experience is strongly preferred , although training will be provided. Strong technology skills and willingness to quickly learn new systems and software. Experience with Google Workspace, calendars, document management, project management platforms, and digital communication tools. Real estate experience is strongly preferred. Experience supporting luxury real estate, development, investment, or high‑net‑worth clientele is highly desirable. Ability to handle confidential and sensitive information with discretion. Comfortable working independently, exercising judgment, and making decisions without constant supervision. A service‑oriented mindset and willingness to handle both significant projects and small details with the same level of care. What Success Looks Like The Team Leader/Owner is consistently prepared, organized, and focused on the highest‑value use of his time. Important commitments, communications, deadlines, and follow‑ups rarely fall through the cracks. Client meetings are prepared in advance and followed by clear, timely action. Real estate transactions move smoothly because timelines, communication, documentation, and logistics are proactively managed. Clients experience exceptional communication, preparation, follow‑through, and attention to detail. Events and meetings are well organized and executed professionally. The Owner spends less time managing logistics and administrative details and more time focused on clients, relationships, leadership, recruiting, real estate, development, and growth. The assistant becomes a trusted partner who understands priorities well enough to anticipate what needs to happen next. #J-18808-Ljbffr