Executive Assistant

Job Description

Job Description

Role Overview

This position works closely with team members for calendar and inbox management, client relationships, transaction support, and brokerage activity, and requires sound judgment, discretion, and reliability. Responsibilities and independence are expected to grow over time, including representing the company with clients and prospects when required.

Core Responsibilities — Executive Assistant (≈70%)

• Manage day-to-day calendar, including scheduling appointments, managing lease expirations and prioritizing sensitive or time-critical matters.

• Respond to email and correspondence on behalf of the Cazana team.

• Coordinate tours, meetings, and client-facing logistics.

• Oversee workflow for drafting of lease documents and contracts.

• Assist in day-to-day management of brokerage transactions from first contact through closing.

• Act as a first point of contact for clients, tenants, and vendors, exercising judgment on what needs direct attention versus what can be handled independently.

• Proactively challenge the status quo with ideas that make the business more efficient and successful.

Core Responsibilities — Real Estate Broker Associate (≈30%)

• Give property tours independently when required.

• Create listing documents and marketing materials: offering memoranda, flyers, brochures, and marketing packages.

• Post and maintain listings on MLS, CoStar, and LoopNet.

• Field incoming calls and prospect inquiries, qualifying leads.

• Creation of contracts, redlines, and document tracking through execution.

Qualifications & Requirements

• Able to work well under deadline pressure and manage multiple competing priorities.

• Maintains complete confidentiality of client, financial, and business information.

• Tech-savvy and comfortable learning new tools; proficiency in Microsoft Office/Outlook expected. Experience with a CRM, DocuSign, and platforms like CoStar, LoopNet, or MLS is a plus (training provided).

• Must obtain an active Tennessee real estate license within 90 days of hire; continued employment in this role is contingent on becoming licensed within that window.

• Candidates who already hold an active TN license are strongly preferred but not required.

Additional Regular Duties

• Special event management.

• Administrative on-boarding and off-boarding.

• Assemble manuals, binders, or other materials for meetings and/or clients.

• Perform business errands (pick-up/drop-off items at vendors, client offices, meeting locations, etc.).