Job Description
About the Role
This is an opportunity for a savvy Executive Real Estate Assistant to join a leading luxury real estate agent in Miami. Our client is seeking an organized, proactive, and resourceful Executive Assistant. You’ll act as our client's right hand, streamlining his daily operations and ensuring the business runs smoothly behind the scenes. This is a full-time, in-office position based at their Bal Harbour location. It’s an opportunity to work at the highest level of Miami’s luxury real estate market with a team that values excellence and attention to detail.
Responsibilities
Daily & Weekly Administrative Support
● Create and manage daily to-do lists and action items for Broker, ensuring priorities are clear and nothing falls through the cracks.
● Provide Broker with a concise weekly business status report covering transaction progress, marketing activity, business expenses, upcoming deadlines, and key action items.
Inbox & Communication Management
● Oversee Broker’s email inbox; flag urgent messages, draft responses, and ensure nothing falls through the cracks.
● Manage inbound and outbound correspondence, maintaining Broker’s voice and standard of professionalism.
Business Account Spend & Expense Tracking
● Monitor and categorize business expenses.
● Track receipts, reconcile credit card statements, and coordinate with accounting/bookkeeping as needed.
● Assist with vendor management and payment schedules.
Calendar & Scheduling
● Manage a complex calendar, including client meetings, showings, events, travel, and personal appointments.
● Proactively anticipate scheduling conflicts and resolve them before they arise. Confirm and prepare itineraries, meeting notes, and logistics.
Contact Database Management
● Keep CRM and contact lists up to date. BONUS if you know Follow-Up Boss.
● Track touchpoints, birthdays, and important dates for VIP clients and partners.
● Implement systems for consistent client follow-up and relationship management.
Marketing & Listing Support
● Research comparable properties for new listings and prepare detailed Comparative Market Analysis (CMAs) to support pricing recommendations.
● Prepare seller reports for active listings, summarizing showing feedback, marketing efforts, and market activity.
● Assist with listing preparation (photos, descriptions, staging coordination, MLS entry).
● Support social media, newsletters, and marketing campaigns as directed.
● Coordinate with marketing vendors and designers to ensure brand consistency.
● Plan and execute client engagement events, from concept to follow-up, to strengthen relationships and drive business growth.
Qualifications
● 2+ years experience as an Executive Assistant, Real Estate Assistant, or in a high-level administrative role (real estate experience preferred)
● Exceptional organization, attention to detail, and follow-through
● High proficiency with Google Workspace and real estate CRM systems
● Discretion, professionalism, and the ability to handle confidential information
● Excellent written and verbal communication skills
● Spanish language proficiency is a plus
● Strong problem-solving abilities and a proactive mindset
● Positive attitude, sense of urgency, and commitment to delivering five-star service
Compensation:
$60,000 - $70,000 base salary ++