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Executive Assistant

Doug Bowen / Zia O’Hara Team at Douglas Elliman

New York, New York

Competitive Salary

Who We Are

The Doug Bowen / Zia O’Hara team at Douglas Elliman is a fast-paced group of agents selling luxury real estate throughout prime Brooklyn and Manhattan. With 60 years of combined experience—over 200 Brooklyn townhouses sold, a pipeline of new development projects, and a team composed of agents with diverse real estate backgrounds—DBZO is consistently ranked among the top producing teams in NYC, and recognized as a leading expert in the Manhattan and Brooklyn townhouse, new development, condominium, and coop markets.

Who You Are

● Meticulously organized, clean, and tidy in your workspace

● Able to work quickly and efficiently; able to prioritize and take initiative

● Well-dressed and prepared to have in-person contact with clients at any point

● Kind and engaging with everyone you meet, whether they’re a client, a vendor, or they keep the Elliman office running

● An effective communicator via phone, email, and in-person conversation

Your Ideal Skills & Experience

● Skilled writer -- for emails, property descriptions, and more

● Customer Relationship Management (CRM) – currently initiating the implementation of Hubspot

● Proficient with Photoshop or other design tools

● Social media management

● Experience in the real estate, financial, mortgage, or insurance industries, or any luxury service

What You’ll Be Doing

General Administrative Duties

● Create and manage property listing from scrubbing properties and comparative analysis work to drafting the exclusive to closing out the deal

● Create and manage all systems for client relationship management, lead generation tracking, lead follow-up, and deal flow

● Manage profit and loss statements, invoice payments, marketing budgets, reimbursements, team commission splits

● Schedule appointments, meetings, buyer tours, open houses, client lunches and dinners, appraisals and inspection

● Create eblasts, social media and mailer campaigns

● Organize and maintain OneDrive

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

● Edit annual gifting list, brainstorm holiday gift, purchase, pack, and ship holiday gifts

Hiring

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

● Create and update a business operation manual and all job descriptions/employment contracts for any future hires

Deal Flow Management

● Listing Pitch Preparation

○ Conduct comparative market analysis report

○ Research target property

○ Organize pitch presentation and listing agreement documents

● Pre-Listing Management

○ Submit all agreements and disclosure forms to office management for file compliance, and organize digital copies for easy access

○ Coordinate with sellers and vendors for all photography, staging, repairs, cleaning, and key access

○ Prepare marketing materials, including brochures, floorplans, property descriptions, etc.

○ Enter all listing information into Elliman listing systems

○ Gather Due Diligence information

● Active Listing Management

○ Field and schedule requests for showings -- coordinate with agents, sellers, and prospective buyers

○ Follow up with prospective buyers to obtain feedback, and record it for easy access

○ Create a template & provide weekly updates to listing clients regarding showings, feedback, our marketing efforts, and a market snapshot

○ Create and send weekly eblasts

○ Schedule weekly open houses

● Contract and Closing Management

○ Update Elliman listing systems and enter deal into eDeals

○ Schedule mortgage appraisals, home inspections, and repairs

○ File closing documents, submit commission invoices, and file payment documents with Elliman office

Marketing and Business Development

● Manage and update agent website

● Assist agent to manage social media presence

● Request client testimonials after closing, and update to website, social media, etc.

How to Apply

1. PDF Resume to Zia O'Hara at zia.ohara@elliman.com and Doug Bowen at dbowen@elliman.com

Job Type: Full-time

Pay: $65,000.00 - $70,000.00 per year

Schedule:

• 8 hour shift

Experience:

• Microsoft Powerpoint: 1 year (Preferred)
• Microsoft Excel: 3 years (Required)

Work Location: In person