Executive Assistant

Executive Assistant to Beth Hobart, Realtor, Mainframe Real Estate Job Type: Full-Time Schedule: 40 hours per week, with some evenings and weekends as needed Compensation: Starts at $60,000+ bonuses Work Location: Downtown Orlando / In Office / Online / Local field support required Ideal Candidate This role is for someone who genuinely loves taking care of people and finds purpose in creating a calm, organized, thoughtful, and highly personalized experience for clients. Real estate is often the largest financial transaction of someone’s life, but it is also deeply emotional. Behind every sale is a story: a first home, a growing family, a relocation, an empty nest, a dream realized, or a difficult transition. Our clients trust us during important moments, and we take that responsibility seriously. The ideal candidate is proactive, thoughtful, detail-oriented, and naturally anticipates needs before being asked. You don’t wait for instructions; you see what needs to be done and take ownership. You follow through, solve problems, create order, and help make life easier for both Beth and the clients we serve. We believe the little things matter. The right person will look for opportunities to create memorable experiences, strengthen relationships, and help clients feel genuinely cared for long after the transaction is over. This is not a traditional 9-to-5 role. Real estate can happen in the evenings, on weekends, and at unexpected moments. The right person understands that flexibility is part of delivering an exceptional client experience. This role is ideal for someone who is passionate about operations, client service, and creating exceptional experiences for others. While real estate knowledge is important, success in this position comes from a love of support, organization, problem-solving, client interaction, and helping a fast-moving business run smoothly both behind the scenes and in the field. About the Role Beth is seeking a highly organized, proactive, and experienced Executive Assistant to support her real estate business. This person will play a key role in keeping daily operations running smoothly, supporting clients throughout the buying and selling process, managing listing and showing logistics, coordinating communication, and helping ensure that no detail falls through the cracks. This is not a traditional desk-only assistant role. The ideal candidate understands the pace of residential real estate, enjoys solving problems, anticipates needs, communicates clearly, and is comfortable helping with both administrative and client-facing tasks. The role requires excellent follow-through, strong judgment, attention to detail, and the ability to support a busy Realtor whose business is built on exceptional service, responsiveness, and client relationships. Digital media and marketing support may also be part of the role, along with real estate operations, client communication, listing coordination, showing support, calendar management, and administrative execution. Key Responsibilities Manage workflow, priorities, appointments, deadlines, transaction milestones, and follow‑up tasks to ensure nothing falls through the cracks. Monitor and respond to client, agent, vendor, and transaction‑related communications as directed. Draft, organize, and send emails, texts, reminders, and other client‑facing communications. Help keep systems, files, notes, checklists, and client records organized and up to date. Assist with personal and professional errands related to Beth’s business needs. Calendar, Scheduling & Coordination Manage Beth’s calendar and help schedule appointments, listing consultations, buyer consultations, showings, inspections, open houses, vendor appointments, and follow‑ups. Coordinate schedules between Beth, clients, agents, vendors, inspectors, photographers, stagers, and other parties. Track upcoming listing appointments, buyer appointments, contract deadlines, and client check‑ins. Help ensure Beth is prepared for appointments with relevant notes, property details, documents, and background information. Client Communication & Relationship Support Serve as a key point of communication for clients throughout the buying and selling process. Keep clients informed, organized, and reassured during each stage of their transaction. Respond to client questions and requests promptly and professionally, or route them to Beth when appropriate. Help maintain a high‑touch client experience through consistent updates, reminders, and follow‑up. Prepare and send client cards, including home purchase anniversary cards and six‑month check‑in notes. Help maintain long‑term client relationships through organized follow‑up and thoughtful communication. Listing Management Help prepare new listings for launch, including collecting information, organizing documents, tracking tasks, and coordinating vendors. Ensure listings are properly set up in our online system, and that required documents are signed, complete, organized, and compliant. Draft and edit MLS listing descriptions with accurate property details and compelling copy. Coordinate photography, staging, signage, lockboxes, access instructions, open houses, vendor appointments, and other listing‑related logistics. Monitor active listings and help track showing activity, feedback, updates, and next steps. Buyer Support & MLS Monitoring Review buyer criteria and search the MLS regularly for potential property matches, and monitor buyer MLS portals and saved searches. Conduct property research as requested, including basic property details, neighborhood information, comparable sales, and listing history. Help prepare information for buyer showings, tours, and client discussions. Showings, Tours & Open Houses Coordinate property showings, schedules, access instructions, and communication with clients, agents, and showing services. Assist with buyer tours, property showings, and open houses as needed. Follow up after showings to gather feedback, assess buyer interest, and support the sales process. Marketing & Digital Content Support Assist with listing‑related marketing support, including property descriptions, basic promotional copy, and coordination of listing materials. Help maintain brand consistency across client communications, MLS descriptions, email content, and basic marketing materials. Provide support for social media content related to listings, client stories, market updates, and Beth’s business. Assist with content calendars or creative projects when needed. Attend photoshoots and make sure the listing is ready for pictures and video. Overall Process Improvement Help identify opportunities to improve systems, checklists, communication, organization, and workflow. Create or update simple processes that make the business more efficient and help improve the client experience. Take ownership of recurring tasks and look for ways to prevent issues before they happen. Qualifications Minimum of 5 years of experience in residential real estate required. Florida real estate license preferred, or willingness to obtain one within 6 months of hire. Must live in the Central Florida area, preferably near Downtown Orlando. Must have a reliable vehicle and be comfortable driving for business-related tasks. Must be willing to work after 5:00 PM and on weekends as needed, and open to a flexible schedule. Proficiency with Google Workspace, email campaigns, CRM systems, MLS tools, and general real estate technology. Comfortable using social media platforms for business and listing-related support. Strong written and verbal communication skills. Excellent organization, time management, and follow-through. High attention to detail and ability to manage multiple moving parts at once. Professional, polished, discreet, and client‑service oriented. Able to work independently, anticipate needs, and take initiative. Calm under pressure and comfortable in a fast‑paced real estate environment. Schedule and Compensation This is a full‑time salaried position based on 40 hours per week. Compensation starts at $60,000+ bonuses. Some evening and weekend availability is required based on client appointments and the needs of the business. #J-18808-Ljbffr