Real Estate Administrative Assistant

Senior Executive Assistant | Luxury Real Estate Location: Miami, FL Upward On is partnering with a top-producing luxury real estate team in Miami to identify an exceptional Senior Executive Assistant who will serve as a trusted right hand to a highly successful real estate professional specializing in multimillion-dollar residences, waterfront properties, and luxury penthouses. This is an exciting opportunity for a polished, proactive, and highly organized professional who thrives in a fast-paced, high-performance environment. The ideal candidate is more than an administrative assistant. We are seeking a resourceful, solutions-oriented professional who anticipates needs, takes ownership of daily operations, and ensures that nothing falls through the cracks. This individual will play an integral role in keeping the business organized, clients informed, and priorities moving forward. Key Responsibilities Executive Support & Operations Manage a busy executive calendar, appointments, property showings, meetings, and daily priorities. Anticipate needs, identify potential challenges, and proactively implement solutions. Prepare daily agendas, track action items, and ensure timely follow-through. Coordinate across internal team members, ensuring accountability and efficiency. Streamline processes and create structure to support continued business growth. Luxury Client Relations Serve as a professional and responsive point of contact for high-net-worth clients, property owners, and industry partners. Provide proactive updates regarding showings, buyer feedback, marketing activities, and listing progress. Coordinate client requests and ensure an exceptional level of service and attention to detail. Maintain consistent communication and follow-up with agents, buyers, and sellers. CRM & Business Development Support Maintain and manage client databases and lead activity within Follow Up Boss. Organize incoming inquiries, track prospects, and coordinate follow-up activities. Monitor outstanding opportunities and ensure timely communication with prospective clients. Support business development initiatives through effective organization and relationship management. Team & Transaction Coordination Collaborate with agents, transaction coordinators, marketing professionals, attorneys, and vendors. This agent has a dedicated TM, so you will not be handling transactions. Track important deadlines, deliverables, and ongoing projects. Assist with listing preparation, property visits, and operational needs. Ensure delegated tasks and projects are completed accurately and on schedule. Qualifications Prior experience supporting a top-producing real estate professional, luxury brokerage team, or senior executive is a must. Experience in Miami's luxury residential real estate market is highly desirable. Exceptional organizational skills with the ability to manage competing priorities. Strong written and verbal communication skills, with a polished and professional presence. Confidence interacting with high-net-worth individuals and discerning clientele. Proficiency in Follow Up Boss, Matrix MLS, Google Workspace, and related CRM platforms. Strong problem-solving skills and the ability to exercise independent judgment. High level of discretion, confidentiality, and professionalism. Reliable transportation and flexibility to travel locally as needed. The Ideal Candidate We are looking for someone who: Takes initiative and doesn't wait to be told what needs to be done. Thinks two steps ahead and anticipates the executive's needs. Takes full ownership of responsibilities and follows through to completion. Thrives in a dynamic, fast-moving luxury real estate environment. Communicates confidently and professionally with clients and colleagues. Brings structure, efficiency, and accountability to daily operations. Understands the importance of discretion, responsiveness, and exceptional client service. Above all, this individual will take pride in being an indispensable partner to a successful real estate professional, allowing the executive to focus on high-value client relationships, business development, and continued growth. Schedule & Compensation Monday–Friday | 10:00 AM–6:00 PM Flexibility outside standard business hours as needed Weekend availability is a strong plus Competitive compensation commensurate with experience Year-end performance bonus Why This Opportunity? This is an opportunity to work alongside an established luxury real estate professional in one of the country's most dynamic markets. The successful candidate will become an integral part of a high-performing team, with meaningful responsibility, exposure to exceptional properties and clientele, and the opportunity to make a direct impact on the business. Upward On specializes in connecting exceptional talent with leading companies in the real estate industry. If it touches property, we find the talent.