Belle Property is a leading real estate firm dedicated to providing exceptional service to our clients. We are seeking a highly organized and proactive Executive Assistant to support our executive team and help streamline our operations.
The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.
The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important. Must have: Excellent calendar management skills, including the coordination of complex sales campaigns and meetings as well as direct team accountability pipeline accountabilityExperience assisting management with the creation of PowerPoint presentations Strong knowledge of Agentbox, MS Office, including Word, Excel, PowerPoint and Outlook Experience scheduling diary management 100% confidentiality in regards to appropriate informationDrivers LicenseKey Competencies: Organisational and planning skillsExecuting director time management around business strategic direction Strong written and verbal communication skillsInformation gathering and information monitoring skillsProblem solving skillsStrong judgment and decision-making abilityInitiativeAttention to detail and accuracyFlexibilityCalendar management, requiring interaction with both internal and external parties, to coordinate a variety of tasks/appointments and meetings The Executive Assistant will be responsible for: Answering phones and handing enquires for agentCommunicating and handle incoming and outgoing electronic communications on behalf of the agent Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner Ensure that the administration of any new listings are completed on behalf of the agentEnsure that all new vendor experiences reflect our brand values and serviceEnsure that all required campaign activity is completed accurately and on timeProspecting Execute the campaign calendar of all campaignsCreate a call list for the Sales Agent daily, importing and exporting data from database for these call lists: current vendors, buyers, past clients, A/B/C pipelines, market watch, networking group, sphere of influence.Execute deadlines, appointments and reminders of overall business stargey Accountability of messages to potential buyers before sales campaigns commenceAccountability of text messages to buyers inviting them to auctionsAccountability of text messages to buyers advising of sales resultsAdding clients to the agents databaseBuilding and implementing agent profile marketing calendar of eventsAppraisals Create Marketing quotes Book appraisals for agentCreate/ print Agency Agreements for AgentSearch Comparable sales/on the market properties for AgentMake sure appraisals have set trails for follow upBuild appraisal kit with comparableListing Scan and chase up contracts with solicitor where necessaryEnsuring that keys for properties are numbered and securely storedConfirm the times for the sales team inspection with vendorsRegular updates of case studies in agents listing kitKeep listing kit relevantCreating any appraisal letters or proposal documentsUpdate listing pipeline and daily focus chase lists Sales Process Receiving and compiling all buyer feedback from AgentPut together weekly vendor reports and send reports as an email summary to vendorsOrganising open for inspection times each week Database entry, price changes, offers and updatesGeneral liaison with vendors and buyersEnsuring that deposits and paperwork are provided to the accounts team upon saleTrack and follow through all signed contracts through to settlementOpen for Inspection Create open for inspection kitsOrganise any presentation items for the OFI, eg, flowers, cleaning etcAssist at open for inspections where appropriateFollow up text and email post open for inspectionAuctions Booking of auctionsChase up and check original contracts prior to auctionPrepare auction box before auctionComprise bidders list and bidders kitGeneral Interception of email, phone and face to faceDaily meeting with Agent to work ahead of their diaryGeneral diary management and organisation of Agent scheduleOrganise an agenda and notes for Team MeetingAttend any office sales meetings where necessaryFiltering agent emailOrganise settlement packs Post any necessary letters to clientsPlacing sold stickers on properties not sold via auctionOrganising final inspection timeCo-ordinating the databaseProvide Agent with daily update on activityMay need to organise some personal items for the agent from time to time