Job Description

Are you hard-working and detail-oriented? Love systems, processes, and procedures? Enjoy a fast-paced work environment with lots to do? Love serving people and checking things off your to-do list? Are you a self-starter who is motivated to succeed, able to adapt, and driven to find solutions? Ready to join the exciting world of real estate? We should probably talk!  An Executive assistant is needed for a top-ranking real estate team in the Philadelphia area. With the help of this individual, the agent is hoping to focus more on selling Real Estate and much less on the back-end/daily administrative tasks. We are looking for an exceptional candidate who is willing to go above and beyond to help the team grow through creative marketing, client referrals, and excellent customer service. The ideal candidate will possess a background in Real Estate; however, this is not a requirement. The candidate should have a proven track record of creating and implementing systems and procedures in an office atmosphere. This person will have a strong sense of urgency and must enjoy "to-do lists". The ideal candidate will work well with minimal supervision, gradually taking on more responsibility and leadership within the team. Compensation: • Salary Range: $45,000 - $55,000 • Paid Time Off (PTO) • Bonuses Considered • Growth potential Responsibilities: Strategic Support & Leadership Partnership • Act as the direct right hand to the owner—anticipating needs, protecting time, and creating structure that supports business growth. • Serve as a strategic gatekeeper by screening, prioritizing, and routing communications, commitments, and opportunities. • Exercise sound judgment when handling confidential information, business decisions, and high-priority requests. • Track goals, initiatives, and priorities to ensure the owner stays aligned with key outcomes. Business Operations & Project Management • Manage executive calendars, set priorities, coordinate complex scheduling, and prepare owners for appointments, presentations, and upcoming decisions. • Oversee special projects from concept through execution—researching, documenting timelines, gathering resources, and holding stakeholders accountable. • Build and refine operational systems, documenting workflows, checklists, and internal processes to increase productivity and efficiency. • Maintain all digital organization systems, ensuring accurate records, clean data, and organized information flow across the company. Communication & Client Experience • Draft and polish high-level correspondence, internal communications, deliverables, proposals, and presentations. • Represent the owner and brand with professionalism, warmth, and diplomacy in all interactions with clients, vendors, strategic partners, and staff. • Support high-end client engagement—ensuring clients experience seamless communication, timely follow-up, and white-glove service. Financial & Business Accountability • Track budgets, expenses, reimbursements, and operational spending; prepare simple reports or summaries for review. • Assist with vendor management, contract organization, and recurring payment oversight. • Support business forecasting by collecting data, identifying gaps, and organizing inputs for decision-making. Marketing & Deal Support • Coordinate with marketing resources to ensure campaigns, brand initiatives, and listing promotions are executed on schedule. • Maintain accountability to marketing calendars, social media planning, email campaigns, and client-touch initiatives. • Support transaction logistics—tracking milestones from offer through closing, ensuring nothing falls through the cracks. Team Support & Organizational Coordination • Collaborate with staff, agents, partners, and vendors—ensuring alignment, accountability, and timely completion of deliverables. • Assist in onboarding, performance check-ins, and operational communication as the team expands. • Proactively identify inefficiencies and recommend new solutions, systems, and opportunities to improve productivity. Qualifications: • Elite organizational skills with the ability to create structure, streamline workflows, and manage priorities in a fast-moving business. • High-level attention to detail and accuracy , especially when handling confidential information, legal documents, financial records, or strategic communication. • Technology fluency , including CRMs, project-management platforms, digital organization tools, and workflow automations—comfortable researching and implementing new systems. • Project-management strength —able to juggle multiple initiatives, track progress, drive accountability, and anticipate next steps without being asked. • Independent decision-maker , able to exercise sound judgment, manage information flow, and support the executive without constant direction. • Strategic written and verbal communicator , polished, concise, persuasive, and able to draft correspondence, proposals, and executive-level messaging. • Professional presence and emotional intelligence , able to interface with high-net-worth clients, partners, attorneys, lenders, and vendors with confidence and diplomacy. • Proactive thinker who anticipates needs , prevents issues, and solves problems before they reach the executive. • Discretion and trustworthiness , capable of handling sensitive business matters and personal details with the highest level of confidentiality. • Client-service mindset , committed to white-glove support and elevated client experience at every stage of a transaction. • Financial and operational awareness —comfortable with basic reporting, expense tracking, budgeting, and supporting business decision-making through organized data. • Comfortable supporting strong personalities, shifting priorities, and a high-accountability environment. • A growth-minded, resourceful leader with a “figure it out,” solutions-first, no-excuses mentality. • Bachelor’s degree preferred; real estate operations, marketing, legal, or executive-support experience strongly valued. About Company: Clay Shaffer is a dedicated real estate professional with Compass, serving the Philadelphia market with a strong focus on client experience, precision, and results. For the past 4 years, Clay has been recognized by Philadelphia Magazine as a Top Real Estate Producer in Philadelphia. With a background in managing multi-unit operations, Clay brings a high level of organization, attention to detail, and a client-first mindset to every transaction. His energy, local market knowledge, and commitment to excellence help ensure each client receives a smooth and supportive real estate experience. This role will directly support Clay and his growing business as he continues to elevate the level of service offered to buyers, sellers, and renters across the region.

Job Tags

Contract work, Work at office, Local area, Shift work,

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