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Administrative Assistant

Company Sotheby's International Realty
Location New York, NY 10065
Update 8 Day ago

Position: Executive Assistant to Top Real Estate Firm Broker

*** COVER LETTER REQUIRED stating interest/experience in position. Your resume will not be reviewed without at least one year of solid admin experience. Real estate experience required.

Our group is top team at a top real estate firm. The team leader who has been a real estate broker, owner and investor for over 37 years is looking for an Executive Assistant.

You lead and execute projects with a positive attitude.

You have good writing skills and are resourceful.

You have a “can do” attitude and you get things done.

Two years from now you will be the hero who organized and contributed to our team.


  • Handle and track all incoming calls and e-mails
  • Schedule and coordinate all apartment showings
  • Keep Senior VP organized, focused, accountable on productivity, and to deadlines
  • Coordinating and maintaining all tracking of buyer/seller inquiries, team productivity, sales agents’ weekly performance etc.
  • Processing and Coordinating New Listings and Sales Transactions; tracking, monitoring, posting, coordination of board packages, closing etc.
  • Report preparation including Seller Reports, Productivity Reports, Income
  • Reports, Expense Reports, etc.
  • Copy writing for team as needed, i.e. presentation package, new exclusive descriptions, solicitation materials
  • Organize team and tracking leads through Salesforce CRM and Gmail
  • Prepare agendas and attend sales meeting
  • Personal Assistance as needed


  • Positive attitude and calm, focused demeanor
  • Polished in appearance and communication
  • Thrive in a support role
  • Positive attitude and professional manner
  • Trustworthy + confidential
  • A nothing is too big or small attitude
  • Moves quickly and is assertive without being abrasive.
  • Plans, organizes, schedules, and budgets time in an efficient, productive manner.
  • Focuses on key priorities.
  • Able to executed significant output in a timely manner.
  • Earns trust and maintains confidence.
  • Follows through on commitments.
  • Learns quickly. Demonstrates ability to quickly and proficiently understand and absorb new information.
  • Able to structure and process information and draw insightful conclusions.
  • Does not let important details slip through the cracks or derail a project.
  • Demonstrates tenacity and willing to go the distance to get something done.
  • Acts without being told what to do.
  • Brings new ideas to the team.
  • Thinks ahead.
  • Develops new systems & processes.


  • At least one year of administrative experience required
  • Previous experience with a job that had heavy workload, managing multiple tasks and heavy pressure.
  • Real Estate experience required; ideal candidate will have an interest in a support role, NOT in sales.
  • Must thrive and be excited by a controlled chaos environment
  • Holds a current NY State Real Estate Salesperson License, or has a willingness to obtain one.


  • Rock-star multi-tasking, time management, and organizational skills
  • Excellent computer and research skills at fast speeds
  • Superior written and verbal communication skills
  • Proficient in Microsoft word, excel, PowerPoint.
  • Ability to run and manage projects
  • Ability to work independently and as a team player
  • Ability to deal with strong personalities in a pleasant professional manner
  • Supportive of team goals and keep others on team accountable

Job Type: Full-time

Required experience:

  • Administrative Assistant: 1 year
  • Real Estate: 1 year

Required education:

  • Bachelor's