Executive Assistant

We're looking for an organized and proactive Executive Assistant to support our growing team at Houze Buyers. This role involves a mix of clerical and onsite tasks, so we're seeking someone who can easily adapt and anticipate what's needed to keep things running smoothly.

You'll manage two or more calendars, help streamline office time for our team, and handle CRM management. Strong phone skills are a must, and being bilingual in Spanish and English is a big plus.

If you're a self-starter who’s comfortable working independently in a small but expanding office, and you have a knack for managing busy schedules and staying ahead of tasks, we’d love to meet you!

Compensation :

$50,000 - $70,000 yearly

Responsibilities :

• Calendar Management : Manage multiple calendars, scheduling appointments and meetings, and ensuring the executive and team are on track with their commitments.
• CRM Management : Oversee the CRM system (PipeDrive), ensuring processes are followed and data is updated to support project tracking and deal progression.
• Email and Communication Management : Handle high-volume email communications, including managing responses, setting up meetings, and ensuring follow-ups.
• Document Preparation : Prepare contracts, documents, and agreements, ensuring they are accurately completed and processed via DocuSign when necessary.
• Vendor and Contractor Coordination : Communicate with contractors, suppliers, and vendors to schedule services, obtain bids, and manage ongoing projects.
• Process Improvement : Identify opportunities for efficiency improvements and implement processes to streamline operations.
• On-Site Office Support : Pick up mail, manage office supplies, and ensure bills and other administrative tasks are handled promptly.
• Support Real Estate Operations : Assist with title company follow-ups, managing pending deals, coordinating property flips, and maintaining a clear overview of projects on the whiteboard.
• Task Delegation and Supervision : Manage virtual assistants and ensure that they perform tasks effectively and efficiently.

Qualifications :

• Education Requirements : High school diploma or equivalent.
• Experience : 2+ years of Executive Support; 3+ years of Administrative support.
• Microsoft Office Experience (Outlook, word, excel, etc.), QuickBooks experience, Google Drive, etc.
• Strong Organizational Skills : Ability to keep multiple projects organized and on schedule, with a proactive approach to managing deadlines and priorities.
• Detail-Oriented : High attention to detail, particularly in managing documents, contracts, and CRM entries.
• Adaptable and Flexible : Comfortable handling a variety of tasks, from administrative duties to real estate operations support, and able to adjust quickly to changing priorities.
• Tech Savvy : Experience with Microsoft Outlook, CRM experience, DocuSign, and other technology tools to manage workflows and communications.
• Excellent Communication Skills : Bilingual in English and Spanish preferred, with strong phone and in-person communication skills to interact effectively with clients, contractors, and team members.
• Problem Solver : Able to think critically and independently to resolve issues that arise in the day-to-day operations.
• Self-Starter : Comfortable working autonomously in a small office environment and taking initiative to manage tasks without constant oversight.
• Experience in Operations : Experience in operations with a proven ability to develop and implement effective processes.

About Company

At Houzebuyers, our mission is to provide the best possible real estate experience for our clients. We are committed to delivering exceptional service and creating lasting relationships.