Executive Assistant - Full Time

COMPANY OVERVIEW:

Mill Pond Realty is a premier vacation rental management company located in the charming coastal town of Saugatuck, Michigan. With a passion for delivering exceptional guest experiences and top-tier property management, we have become a trusted name in the local hospitality industry. Our diverse portfolio of vacation rental properties—from cozy cottages to luxurious waterfront estates—is meticulously maintained to provide guests with a seamless and memorable stay. Our dedicated team works tirelessly to ensure each property is guest-ready, creating a true home-away-from-home experience for travelers.

At Mill Pond Realty, our success is built on a strong foundation of core values:

• Have Fun – We believe in maintaining balance and enjoying our work, even in a fast-paced environment.
• Say Yes – Teamwork is key. We step up to help one another whenever possible.
• Be Wrong – Mistakes are opportunities to learn and grow. We embrace them to improve together.
• Embrace the Unexpected – Every day brings new challenges, and we tackle them with creativity and flexibility.
• Take Pride – Our work matters. We take ownership of our spaces, ensuring every guest experience is exceptional.

By joining Mill Pond Realty, you’ll be part of a team that values collaboration, craftsmanship, and the joy of bringing people together in beautiful spaces. Learn more about us at millpondrealty.com .

POSITION SUMMARY:

We seek a highly organized and proactive Executive Assistant to provide comprehensive support. In this pivotal role, you will be responsible for managing tasks, to-do lists, and follow-ups to ensure our President’s day-to-day operations and real estate transactions run smoothly. If you thrive in a fast-paced environment and enjoy keeping everything on track, we’d love to hear from you! They should be proactive, adaptable, and able to communicate effectively with both internal and external stakeholders.

The ideal candidate for this position should have a background in administrative support, preferably within the hospitality or real estate industry and an ability to manage confidential information with discretion. They should be proactive, adaptable, and able to communicate effectively with both internal and external stakeholders. Proficiency in Microsoft Office Suite, Canva, social media marketing, and familiarity with customer relationship management (CRM) systems are highly desirable.

RESPONSIBILITIES:

• Organize and prioritize daily tasks, ensuring our Owner stays on top of critical responsibilities.
• Assist in preparing reports, presentations, and correspondence
• Serve as a liaison between President and other departments
• Handle information with discretion and maintain strict confidentiality
• Organize and maintain filing systems, both physical and digital
• Respond to inquiries and requests from clients, guests, property owners, and business partners
• Provide administrative support to the Owner, Realtors, and other departments as needed
• Serve as a transaction coordinator for Real Estate pending sales
• Assist Owner from the listing presentation or showings all the way through close and the after closing checklist
• Assist in planning and coordinating company events and meetings
• Support special projects and ensure timely execution of initiatives.
• Manage to-do lists, follow up on action items, and help the Owner stay focused on high-priority tasks.

QUALIFICATIONS:

• Vacation rental and/or Real Estate experience preferred
• 1-2 years Administrative experience is required
• Strong verbal and written communication skills, with the ability to adapt to different personalities
• Highly organized and detail-oriented, with a talent for creating structure and efficiency
• Comfortable working independently and taking ownership of projects
• Proficient in problem-solving and able to make quick, sound decisions
• Energetic and enthusiastic, with a positive attitude that uplifts the work environment
• Passionate about delivering exceptional customer service and creating memorable experiences
• A self-starter with a proactive mindset and the ability to anticipate the President’s needs.
• Tech-savvy with proficiency in Microsoft Office

Preferred:

• Social media experience

COMPENSATION & BENEFITS:

Hourly: $20.00- $24.00 based on experience

Benefits:

• Paid vacation days
• Bonuses
• Retirement benefit