Job Description

As an Administrative Assistant on a high performing Residential Real Estate team, you will provide administrative, operational and marketing support to the principal agent(s) and team.

• You will be tasked with building operational systems, implementing administrative processes, and managing end-to-end business operations, overseeing all core social, marketing and real estate activities.
• You have impeccable follow through and have exceptional communication skills, specifically verbal and written etiquette.

Focused, energetic and driven, you must be hungry to achieve your professional goals, all in the name of supporting and driving your team and Brokerage to success.

• Being organized and having high attention to detail is imperative - you must be able to navigate between competing priorities and constantly think of ways to streamline the workflow of the team.
• Technologically savvy, creative eye, able to create innovative social content and creating current + modern marketing campaigns for the team.

RESPONSIBILITIES & DUTIES:

DAILY:

• Create personalized listing campaign unique to each new listing, for example:
• • Schedule and coordinate photography, aerial photos, lifestyle video
    • Create advertising schedule: MLS Brokers Caravan, LA Times, DE corporate ad(s) available, Wall Street Journal, etc
    • Design and send email campaign
    • Order property sign installation
    • Social media posts
    • Property Website, TAB website, Knight Frank and all syndicated websites
    • Just listed/Just Sold postcards
    • Track budget
    • Open houses
    • Events – help coordinate
• Work closely with Listings team to create ways to improve client experience and communication
• Coordinate Weekly printed ads (just listed, just reduced) and opens with staff and TAB agents – this includes individual ads and inventory ads
• Daily social media posting across all platforms for 4 accounts to include Real Estate business, tv-show content, speaking, book, podcast, youtube channel, personal, etc.
• Make any necessary edits to current listings – extensions, price changes, etc
• Check marketing email for leads, forward to team and make sure they are handled.
• Develop, place, and oversee the implementation of marketing campaigns in print, digital, social media, and other outlets
• Create and establish templates and bespoke presentation materials, flyers, brochures, print ads, mailing campaigns etc. to support the brand and company goals.
• Manage all open marketing projects
• Supervise marketing staff and manage all vendor
• Respond to emails from team members, take requests for marketing projects and prioritize accordingly.
• Check voicemail and reach out to potential leads.
• Field calls/ texts from CEO for time sensitive tasks – sending links to clients, scheduling showings, providing listing information
• Send daily recap of day and projected schedule for the following day

WEEKLY

• Check TheMLS account for upcoming expiring listings and communicate with team.
• Update Company website to reflect accurate - sold/new listings
• Design and schedule weekly newsletter featuring relevant feature (i.e. new restaurant, interior design, local event, etc), showcase new listings, price reduction and open houses to be sent weekly on Friday.
• Touch base with team to discuss pipeline listings.
• Design and order listing brochures for end of week delivery
• Design and order postcards
• Withdrawn/Expired listings weekly follow up
• Create listing presentations as requested
• Coordinate and assist with ad designs weekly
  • Send email to team for ad requests.
  • Reserve ad space on Smartsheets
  • Work with DE Marketing to design and submit LAT and TheMLS ads
  • Present ad via email, text and print to Company Executives (3) for approval
• Assist with open house schedule
  • Find open house sitter if necessary
• Each Friday, Send weekly advertising/marketing updates to sellers
• Track and submit marketing expenses weekly and monthly
• Assist with potential podcast, youtube channel, MDLLA and book needs (i.e. scheduling filming for above, scheduling talent, promoting of any and all of the above through various media outlets and platforms)
• Handle and coordinate media requests and generate new media opportunities with PR department

MONTHLY

• Maintain and strengthen brand identity and awareness
• Manage all aspects of Marketing including design, development, executing, and budgeting
• Organize all marketing expenses - photo, video, print invoices for quarterly submittal
  • Work with the CEO to set and manage budgets including overall marketing spend, individual property budgets, and special projects
• Plan & execute special events
• Create and maintain relationships with vendors including photographers, videographers, print shops, creative agencies, web developers, PR, and brokerage marketing staff
• Update listing presentation as needed
• Update withdrawn/expired presentation as needed
• Update CEO speaking presentation as needed
• CRM – assist in growing and establishing CRM/database

QUALIFICATIONS & SKILLS:

• 2-3 years of experience in Marketing or related field
• Knowledge of Adobe Illustrator, InDesign, Photoshop, and other Adobe Creative Suite applications
• Proficiency in Microsoft Word, Excel, and Outlook, Mailchimp, Google Drive, Dropbox
• Excellent copywriting as well as written and verbal communication skills
• Strong attention to detail including proof-reading and grammatical skill
• Proven ability to solve problems and find creative solutions
• Ability to handle high-pressure, fast-paced and deadline-oriented environment
• Exceptional interpersonal skills
• Ability to juggle multiple responsibilities and changing priorities within a high stakes environment
• Real estate experience is desired but not required