Real Estate Executive Assistant

$400 - 600 / Per Month
Dec 13, 2021

Job Overview

The Tampa Bay Properties mission is to modernize the experience of buying and selling real estate by cultivating a

community of educated, knowledgeable buyers and sellers.

The Tampa Bay team is to provide the premier customer service experience for each home seller we buy from and home

buyer we sell to.

Who are we looking for?

The Executive Assistant is an individual who is willing and able to earn the right to be an Assistant Executive. This person relishes the opportunity to build, implement, and manage multiple systems with minimal supervision. The

Executive Assistant is deeply committed to completing tasks the right way with a high degree of quality, attention to detail, and consistent communication. This person has immense focus and can do one thing for a long time without getting distracted. This individual may exhibit some drive and desire to influence; however, the overriding marker of his/her behavior is persistence and stability.

An Executive Assistant is deeply committed to supporting the owner and the sales team in achieving greater and greater levels of success, and to growing his/her own skills and developing into a supportive leader within the team. As the success of the team grows, this individual will be responsible for hiring, training, and leading additional team members to ensure all administrative tasks of the lead agent’s business continue to be completed to high standards with maximum efficiency.

What will you do?

These are the standards a well-above-average performer will maintain or exceed:

  • Build, implement, and manage all systems for sellers, buyers, lead generation, database management, information management, and back-office support

  • Create and maintain an operations manual that documents all systems and standards

  • Coordinate the purchase, installation, and maintenance of all office equipment

  • Be the first point of contact in handling customer inquiries or complaints

  • Keep the appropriate team member informed regarding any problems or issues that need to be handled

  • Responsible for hiring, training, consulting, and holding accountable all additional administrative team members

  • Oversee all aspects of the seller's transactions from initial contact to executed purchase agreement.

  • Prepare all listing materials: pre-listing presentation, Listing Agreement, sellers’ disclosures, comparative market analysis, pull online property profile, research old listings, and etc.

  • Consult & coordinate with sellers regarding all property photos, staging, repairs, cleaning, signage, lockboxes, access requirements & marketing activities.

  • Obtain all necessary signatures on agreements, disclosures and other necessary documentation.

  • Coordinate showings & obtain feedback.

  • Provide proactive weekly feedback to sellers regarding all showings and marketing activities.

  • Input all listing information into  and marketing websites and update as needed.

  • Submit all necessary documentation to the owner for file compliance.

  • Input all necessary information into client database and transaction management systems.

  • Oversee all aspects of the administration of the owner's business.

  • Create & manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up & all office administration.

  • Coordinate the purchasing of any office equipment, marketing materials and any other business-related supplies and materials.

  • Manage the recruiting, hiring, training and ongoing leadership of all future administrative hires.

  • Hold team members accountable for conducting all agreed upon lead generation activities.

Essential duties and responsibilities

  • System development, implementation, and management

  • Information management

  • Oversight of contracts through closing

  • Customer/Vendor relations

  • Database management


  • Owner – daily

  • Team – daily

  • Administrative Team (as appropriate to team structure) – daily

  • Buyers/Sellers/Vendors – as appropriate


  • Strong written and verbal communication skills

  • Exceptional organizational and project management abilities

  • Bookkeeping skills

  • Great ability to focus

  • Concerned about doing things the right way

  • Calm under pressure

  • Learning based

  • Service-based attitude

  • Proven ability to succeed

  • High school graduate

  • Bachelor’s degree preferred

  • Answering and telemarketing work

  • 1–3 years of service and management experience

  • 3–5 years of administrative experience


90 Day propation with weekly pay to be agreed on with the right candidate.


  • Professional development assistance


  • Day shift EST New York time Zone.

  • Monday to Friday

Supplemental Pay:

  • Bonus pay 

  • Commission pay

Ability to virtual work

  • This is work in your home office.


  • Bachelor's (Preferred)


  • Service & Management: 1 year (Preferred)

  • Administrative: 1 year (Required)

Skills Required

  • Admin Assistant
  • Project Coordinator
  • Direct Mail Marketing
  • Lead Generation
  • Telemarketing
  • Phone Support
  • Appointment Setter
  • Personal Assistant
  • Recruitment Assistant

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