Administrative Assistant

Are you intuitive, proactive, and deeply organized? Do you take pride in anticipating needs before they arise and building systems that keep everything running at a high level? Love managing details, nurturing relationships, and creating consistency in a fast-paced environment? If so, we should probably talk. An Executive Assistant is needed for a top-performing solo real estate agent in the Madison area. With over 20 years of experience, Joanne DelPizzo is looking for a right-hand partner to serve as the operational backbone of her business, owning the systems, relationships, and day-to-day execution that drive continued success. This is not a typical assistant role. This position is built around three core pillars: database management, marketing, and operations. You will play a critical role in ensuring the business runs smoothly, clients feel valued, and nothing falls through the cracks, all while protecting the agent’s time so she can focus on relationships and closing business. We are looking for someone who is solutions-oriented, takes ownership, and consistently goes above and beyond. Someone who understands that great systems are a competitive advantage, not just a checklist. Compensation: • Salary Range: $50,000 – $60,000 • Paid Time Off (PTO) • Learning & Development Opportunities Responsibilities: • Assisting and supporting the agent in all business (and occasional personal) areas needing support • Acting as the operational backbone of the business to ensure nothing falls through the cracks • Managing day-to-day operations and protecting the agent’s time so they can focus on revenue-generating activities • Assisting clients and ensuring they have an extraordinary experience from start to finish • Producing reports, creating presentations, and providing back-office support • (Eventually) helping with showing coordination and overseeing the showing partners as the business grows Database & Client Relationship Management • Own and manage the CRM/database from end to end • Handle all incoming and outgoing client communications with warmth and professionalism • Track and manage all lead opportunities and follow-ups • Maintain accurate, up-to-date client records • Coordinate client touchpoints, including birthdays, home anniversaries, and appreciation gestures • Prepare materials and assist with equity analyses and client/seller meetings Marketing & Brand Presence • Plan and execute the full marketing calendar • Manage and grow presence across Facebook, Instagram, YouTube, and LinkedIn • Create, schedule, and post content consistently • Coordinate client events, seminars, and giveaways • Manage print and direct mail campaigns • Ensure brand consistency and professionalism across all platforms Showing & Operations Coordination • Serve as the primary coordinator for all showing activity • Schedule showings and communicate expectations clearly with clients and partners • Ensure a seamless and high-level client experience in the field • Tracking Income and Expenses. Tracking leads, listings, and client follow-ups Transaction & Business Oversight • Provide oversight on transactions to ensure timelines are met, and nothing is missed • Act as a liaison between all parties to maintain a smooth client experience through closing • Manage contracts, timelines, and communication to ensure a seamless closing process • Continuously improve systems and processes to increase efficiency and scalability This person will LOVE systems, checklists, and creating structure that allows the business to scale and operate at a high level, and will do whatever it takes to free the agent up to sell. Qualifications: • Outstanding organizational skills and strong attention to detail • Highly proactive and intuitive, able to anticipate needs before being asked • Tech-savvy; comfortable with CRM systems, social media platforms, and learning new tools quickly • Strong ability to multitask and prioritize effectively in a fast-paced environment • Able to work independently and take full ownership of responsibilities • Excellent interpersonal skills with strong written and verbal communication • Solutions-oriented with strong problem-solving abilities • High level of discretion and professionalism • Customer service focused with a genuine love for working with people • Real estate experience or license is a plus (or willingness to obtain one) • Comfortable handling strong personalities and high expectations Compensation: $50,000 - $60,000 yearly

• Assisting and supporting the agent in all business (and occasional personal) areas needing support • Acting as the operational backbone of the business to ensure nothing falls through the cracks • Managing day-to-day operations and protecting the agent’s time so they can focus on revenue-generating activities • Assisting clients and ensuring they have an extraordinary experience from start to finish • Producing reports, creating presentations, and providing back-office support • (Eventually) helping with showing coordination and overseeing the showing partners as the business growsDatabase & Client Relationship Management • Own and manage the CRM/database from end to end • Handle all incoming and outgoing client communications with warmth and professionalism • Track and manage all lead opportunities and follow-ups • Maintain accurate, up-to-date client records • Coordinate client touchpoints, including birthdays, home anniversaries, and appreciation gestures • Prepare materials and assist with equity analyses and client/seller meetingsMarketing & Brand Presence • Plan and execute the full marketing calendar • Manage and grow presence across Facebook, Instagram, YouTube, and LinkedIn • Create, schedule, and post content consistently • Coordinate client events, seminars, and giveaways • Manage print and direct mail campaigns • Ensure brand consistency and professionalism across all platformsShowing & Operations Coordination • Serve as the primary coordinator for all showing activity • Schedule showings and communicate expectations clearly with clients and partners • Ensure a seamless and high-level client experience in the field • Tracking Income and Expenses. Tracking leads, listings, and client follow-ups Transaction & Business Oversight • Provide oversight on transactions to ensure timelines are met, and nothing is missed • Act as a liaison between all parties to maintain a smooth client experience through closing • Manage contracts, timelines, and communication to ensure a seamless closing process • Continuously improve systems and processes to increase efficiency and scalabilityThis person will LOVE systems, checklists, and creating structure that allows the business to scale and operate at a high level, and will do whatever it takes to free the agent up to sell.

Compensation:
$50,000-$60,000 per year