This job is **NOT** for admins that don’t have experience **working with high-level entrepreneurs & CEOs**, creating organization to support their vision and keep them on track
This job isn’t for you if you struggle to **manage multiple large priorities** & get overwhelmed easily.
And this job definitely isn’t for you if you don’t have any **real estate experience**, as an assistant or transaction coordinator.
But, if you **pride yourself on your capacity** & are able to effectively manage many important projects at once **without letting things slip through the cracks**, this could be the job for you.
You’re the type of person that always takes initiative – you’re the one planning your friend & family vacations with schedules, itineraries, booking travel & more, ***even though no one asked you to.***
You thrive off pressure – it makes you feel alive, especially when you’re doing work that makes a big impact & you can have a huge contribution with your organization prowess. **You love bringing order to chaos.**
But **you also love people**, making sure customers have the **best experience** working with you, and you have a passion for real estate with the experience to back it up.
Now you’re looking for a role where you can fully step into your skills, & develop with a growing company.
Who are we? We are hiring on behalf of our client:
**Lynea Carver Home Team and Lynea Carver Coaching** are passionate about inspiring our community and helping people achieve their goals. We have developed an innovative solution to the home buying and selling process at Lynea Carver Home Team. That venture led to rapid growth and high levels of success. Lynea Carver Coaching was then founded to help other entrepreneurs and real estate agents accomplish the same.
We are a group of fast-paced, fun-loving, get-it-done, creative professionals with an ever-expanding portfolio of clients. We are quickly growing and we are searching for the right person to come on the journey with us as we expand our awesome team.
In this role, you’ll be working directly with the CEO to assist in the administrative activities across both ventures, as well as working with the Lynea Carver Home Team Agents & our National Real Estate organization to support their success. This is a full-time 1099 position.
**Responsibilities:**
**Transaction Support**
– Oversee buyer and seller transactions from initial contact to closing, including preparing listing materials, getting listings ready for market, managing client data, coordinating property marketing, showings and open houses, and logistics remotely.
– Maintain communication, and ensure all necessary documents are obtained and completed accurately and on time.
– Liaise with clients, agents, and other parties involved to keep everyone informed and on track.
– Create seller update reports & emails, sending market stats out to prospective clients
– Looking for additional ways to maximize our sales & be more organized in transaction coordination
**Agent Management**
– Managing our roster of Agents, ensuring that they are onboarded into the team properly, following up with agents at specific checkpoints in their journey, sending onboarding gifts, congratulating agents that just closed a deal
– Reviewing our Agent data, adding it to our data tracking dashboard according to an SOP, and updating the CEO on top-performing agents, the actions they need to take action due to the data results, and reaching out to agents yourself based on the data
– Supporting agents at Lynea Carver Home Team with administrative support as needed so they can thrive in their roles
**Administrative Support**
– Manage the CEO’s calendar, scheduling and rescheduling appointments (personal and professional) using Google Calendar and Calendly.
– Develop an email management process & manage the CEO’s email inbox, responding to emails in a timely manner, prioritizing messages for the CEO, responding to inquiries, and routing emails as needed.
– Proactively manage client and team communication, including onboarding new clients, sending gifts, and supporting ongoing relationships.
– Planning events & logistics, sending out event details well in advance of the event, sending reminders to guests, organizing all the logistics to execute on the event within budget, debriefing on the event with the CEO after
– Generating financial reports from Quickbooks and sending to our CPA as required
– Upload video calls, notes, and documentation after meetings according to established procedures.
– Transfer tasks from project plans into project management boards to ensure clear visibility and progress tracking.
– Creating tasks list for yourself and the CEO, which you update regularly and keep the CEO on task
– Following up on tasks with open loops until they are complete
– Provide regular weekly updates to the CEO regarding their schedule and commitments.
– Provide weekly tracking to the CEO of where time is spent as we continue to analyze the needs of the business.
– Paying invoices as required
– Creating Canva Slide Decks & checklists for calls based on a single conversation with the CEO
– Organizing Canva, Notion, & Google Drive into the most optimized setup, and creating SOPs on how others can use the system, including transferring docs out of Google Drive & into Notion
– Supporting the CEO with personal tasks such as creating travel plans, ordering meals, ordering dog prescriptions, booking dog appointments & other personal appointments
– Documenting processes and creating SOPs as you go for tasks that are currently undocumented
**Social Media Support**
– Posting social media content across Facebook, Instagram & YouTube, and repurposing content according to an SOP
– Reviewing marketing campaigns & Facebook Ads as required & reporting results to the CEO, according to an SOP
– Editing videos as needed, or finding & managing offshore talent to do it in a cost-effective manner
– Support with basic email marketing as required
**Hiring & Onboarding**
– Support with creating job posts, managing job listings, screening resumes, conducting phone screens, & managing hiring pipelines according to SOPs
– Support with other administrative tasks that come up throughout hiring & onboarding
– Create new hires in Notion according to an SOP & ensure they have the resources they need to be set up for success at our company
**Additional Responsibilities**
– Identify opportunities for delegation to free up the CEO’s time for high-level projects.
– Assist with marketing tasks, event planning and collaborate with the CPA.
– Proactively seek ways to streamline operations and improve overall business efficiency.
– Maintain a positive and professional demeanor, representing the company with excellence.
– Perform other administrative duties as assigned.
**Results:**
– All daily tasks are complete by end-of-day, and all open loops are closed, or if remain open, a status update is sent to the CEO along with what you’re going to do about it tomorrow
– Ensure all listing prep & real estate event prep is complete by deadlines
– Ensure that all new clients & agents are onboarded same day
**Requirements:**
– 2-3 years of Administrative or Executive Assistant experience (required)
– 2-3 years experience working in real estate either as an Administrative or Executive Assistant or as a Transaction Coordinator (required)
– Experience supporting a serial Entrepreneur, C-Suite Executive, or Visionary (required)
– Strong working knowledge of Real Estate terminology, processes, legal matters, and CRMs (required)
– Experience using Canva, Notion, Google Suite & other online tools (required)
– Experience with Meta Platform Analytics (preferred but not required)
– Digital marketing, email marketing, YouTube/Google/Bing ads, SEO, understanding of Zapier or []() (preferred but not required)
– FB ads management, social media management (preferred but not required)
– 2+ years working in direct customer service, retail or restaurant (preferred but not required)
– Excellent attention to detail & organization
– Strong communicator
– Moves fast & is highly resourceful
*This job description is not all-inclusive and certain activities, duties or responsibilities may be required of the employee as needed.*
If you would like to apply, please fill out this application and we will reach out if we’d like to speak with you!
APPLY FOR THIS JOB:
Company: Authority Factors
Name: Olivia Parkes
Email: