Job
Description
🔹 Position: Personal Secretary / Executive Assistant – Real Estate 📌 Job Summary Provide high-level administrative and secretarial support to senior executives (e.g., CEO, Managing Director) in a real estate firm. You’ll manage schedules, communications, documentation, and key relationships to ensure smooth daily operations and efficiency across the organization . --- 🎯 Core Responsibilities Calendar & Communication Management Maintain executive calendars—schedule meetings, property visits, calls, and travel . Act as the gatekeeper: screen, prioritize, and respond to phone calls, emails, and correspondence . Draft, proofread, and edit letters, emails, reports, and presentations . Travel & Meeting Coordination Arrange travel (flights, hotels, local transport), manage itineraries, and support executive logistics . Prepare meeting agendas, take accurate minutes, and ensure timely follow-ups on action items . Document & Office Administration Organize and maintain both physical and digital files, including contracts, leases, and client documents . Ensure compliance with real estate regulations and company policies . Monitor and manage office supplies and administrative vendors . Client, Agent & Vendor Liaison Serve as a point of contact for clients, brokers, vendors, and internal teams—coordinate site visits and property showings . Assist in drafting and tracking agreements, lease documents, property listings, and related paperwork . Event Planning & Marketing Support Coordinate open houses, client appreciation events, and internal meetings. Assist with social media updates, marketing collateral, and property listings . --- 🎓 Qualifications & Skills Diploma or degree in Secretarial Studies, Business Administration, or equivalent . 2+ years of experience in a PA, secretary, or executive support role—preferably within real estate . Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and familiarity with real estate databases or CRM tools . Exceptional written and verbal communication with strong interpersonal skills . Excellent organizational skills, attention to detail, discretion, and confidentiality . Ability to multitask, manage time effectively, and adapt to changing priorities . Professional demeanor and ability to interact with high-level executives and external stakeholders . --- 🌟 Preferred Attributes Prior experience in real estate, familiarity with property transactions, lease agreements, or compliance frameworks . Knowledge of real estate software (MLS, CRM systems) and social media/marketing coordination . Event coordination experience, including open houses and client engagement activities . Previous exposure to senior-level executive assistance and high discretion environments . --- 📈 Performance Metrics Timeliness and accuracy of scheduling and correspondence Quality of documentation and meeting follow-up Confidentiality adherence and stakeholder satisfaction Efficiency in travel and logistics coordination Effectiveness in client/vendor liaison and support ---
