We’re seeking a full-time Executive Assistant to support the CEO/Team Leader of The Rubin Team, one of Douglas Elliman’s top-performing Manhattan real estate teams. This role is ideal for a highly organized, proactive professional who thrives on managing details, anticipating needs, and keeping a fast-paced executive on track. You’ll serve as the operational backbone of the CEO/Team Leader’s day-to-day managing priorities, calendars, follow-ups, and the countless micro-details that ensure the business runs smoothly. If you’re detail-oriented, calm under pressure, and take pride in being indispensable, we’d love to meet you. Why You’ll Love This Role You’ll work directly with the CEO / Team Leader of a high-performing Manhattan real estate team and play a critical role in keeping the business running efficiently. This is a trusted, high-impact position where your organization, foresight and execution directly influence the team’s success and growth. Schedule: Full Time (Fully In-Person) | Manhattan, NYC Compensation: $65,000 – $90,000 yearly + bonus potential Responsibilities: Executive & Calendar Management • Manage the CEO/Team Leader’s daily, weekly, and long-term calendar • Prioritize meetings, appointments, and deadlines to maximize efficiency • Prepare daily agendas and briefing notes • Anticipate conflicts and proactively adjust schedules • Track follow-ups and ensure action items are completed Task & Priority Management • Own and manage the CEO / Team Leader’s to-do list across multiple initiatives • Break large projects into actionable steps and timelines • Track deadlines, deliverables, and recurring responsibilities • Follow up with internal team members and external partners to ensure completion Communication & Inbox Management • Manage and triage the email inbox and messages • Draft, edit, and respond to emails on behalf of the CEO / Team Leader when appropriate • Ensure important communications are flagged, organized, and addressed promptly • Act as a gatekeeper while maintaining professionalism and warmth Operational & Administrative Support • Prepare documents, reports, and internal summaries • Maintain organized digital files and systems • Assist with listing-related administrative tasks and paperwork coordination • Support CRM updates and internal systems as needed Team & Business Coordination • Liaise between the CEO / Team Leader and team members to keep projects moving • Coordinate meetings, events, and internal check-ins • Help enforce systems, processes, and accountability across the team • Support special projects and growth initiatives Qualifications: What We’re Looking For • 3+ years of experience as an Executive Assistant, Operations Manager, or similar role • Exceptional organizational and time-management skills • Strong written and verbal communication abilities • Close attention to detail and follow-through • Ability to manage multiple priorities in a fast-paced environment • Discretion, professionalism, and trustworthiness • Proactive, solutions-oriented mindset • A valid Real Estate License is required for this job Preferred (Not Required) Tools • Experience in real estate or supporting high-level executives is a plus, but not required • New York Real Estate License • Google Workspace (Gmail, Calendar, Docs, Sheets) • Asana, Monday, Notion, or task management tools • CRM systems (real estate CRM experience is a bonus) • Slack or team communication platforms Compensation: $65,000 - $90,000 yearly

• Executive & Calendar Management • Manage the CEO/Team Leader’s daily, weekly, and long-term calendar • Prioritize meetings, appointments, and deadlines to maximize efficiency • Prepare daily agendas and briefing notes • Anticipate conflicts and proactively adjust schedules • Track follow-ups and ensure action items are completedTask & Priority Management • Own and manage the CEO / Team Leader’s to-do list across multiple initiatives • Break large projects into actionable steps and timelines • Track deadlines, deliverables, and recurring responsibilities • Follow up with internal team members and external partners to ensure completionCommunication & Inbox Management • Manage and triage the email inbox and messages • Draft, edit, and respond to emails on behalf of the CEO / Team Leader when appropriate • Ensure important communications are flagged, organized, and addressed promptly • Act as a gatekeeper while maintaining professionalism and warmthOperational & Administrative Support • Prepare documents, reports, and internal summaries • Maintain organized digital files and systems • Assist with listing-related administrative tasks and paperwork coordination • Support CRM updates and internal systems as neededTeam & Business Coordination • Liaise between the CEO / Team Leader and team members to keep projects moving • Coordinate meetings, events, and internal check-ins • Help enforce systems, processes, and accountability across the team • Support special projects and growth initiatives