Real Estate Administrative Assistant

As a Real Estate Administrative Assistant at Douglas Elliman, your primary responsibilities will include managing daily administrative tasks such as organizing appointments, following up with leads, and monitoring emails. You will also conduct property searches, oversee the CRM, assist in preparing homes for photography, and coordinate social media content. Additionally, you’ll help in planning events and open houses, create outreach materials, newsletters, and manage digital/print marketing campaigns, and prepare necessary paperwork for listings and transactions.

To be successful as a Real Estate Administrative Assistant at The Fox Team, you should be personable, self-motivated, organized, and detail-oriented. A strong proficiency in Microsoft Office is essential, along with skills in social media marketing and design software such as Canva and/or Photoshop. Excellent copywriting abilities and a collaborative approach are also important, ensuring you can contribute effectively to our marketing initiatives.

While specific experience in the real estate sector is beneficial, it is not mandatory for the Real Estate Administrative Assistant role at Douglas Elliman. What matters most is your ability to manage multiple tasks effectively, a strong willingness to learn, and an enthusiasm for the luxury real estate market. If you have a background in executive support and a proactive attitude, you’ll fit right in!

Licensed candidates who join The Fox Team at Douglas Elliman will have unique opportunities to gain hands-on experience with showings, listings, and client events. This role provides a great platform to acquire leads and enhance your skills in closing transactions, setting you up for a potential future in a sales role within our esteemed real estate team.

The part-time Real Estate Administrative Assistant position at The Fox Team is designed to offer flexible hours with a commitment of no less than 20 hours per week. You will work in 5-hour shifts, with weekend availability required to support our busy real estate activities. This flexible schedule is perfect for candidates seeking a work-life balance while still engaging in a vibrant career.

When answering this question, highlight specific administrative roles you’ve held and describe how those experiences have prepared you for the demands of a Real Estate Administrative Assistant. Focus on your organizational skills, how you managed schedules, assisted teams, or handled client interactions. Provide examples that demonstrate your ability to navigate a fast-paced work environment and manage multiple priorities.

In your response, explain your approach to prioritizing tasks. Consider using a method such as the Eisenhower Matrix to differentiate between urgent and important tasks. Illustrate with an example from your past experience where you effectively managed competing deadlines, ensuring that high-priority items were completed first while also staying organized and efficient.

Be sure to mention any relevant tools and software you have experience with, such as Microsoft Office, CRM systems, and design platforms like Canva or Photoshop. You could also discuss your familiarity with social media management and any other digital marketing tools, emphasizing how these would directly support your responsibilities as a Real Estate Administrative Assistant at Douglas Elliman.

Prepare to detail a specific marketing campaign you've contributed to, emphasizing your role. Explain the goals of the campaign, your strategies for executing them, and the outcome. Be sure to indicate how your involvement positively impacted the campaign’s success, whether through creative content, outreach strategies or engagement with clients.

Discuss qualities such as attention to detail, excellent communication skills, ability to multitask, and a strong work ethic. You might also want to mention the importance of being team-oriented and adaptable in a fast-paced environment, as these traits are crucial for contributing effectively to the The Fox Team at Douglas Elliman.

In your answer, illustrate your method for tracking and managing client communications. Consider discussing systems you’ve used, whether they be CRM tools or personal organization methods (like spreadsheets). Emphasize the importance of timely communication and how you ensure that no client inquiries go unanswered.

Express your genuine interest in the real estate industry and the specific aspects that excite you, such as helping clients find their dream homes or being involved in significant deals. Additionally, mention how working with a talented team like The Fox Team at Douglas Elliman aligns with your career aspirations.

Focus on your conflict resolution skills. Share a specific example of a past experience where communication, empathy, and understanding were key to resolving an issue. Highlight your ability to remain professional and solution-oriented, ensuring that the outcome benefited all parties involved.

When responding, discuss specific tools or techniques you employ to keep yourself organized, such as digital calendars, task management apps, or prioritization methods. Share a few personal strategies that ensure you stay on top of your tasks, and explain how these tools have helped you in your previous roles.

Highlight your approach to managing stress and meeting deadlines, emphasizing your ability to remain calm and focused. Provide a concrete example of a time when you successfully met a tight deadline and what methods you used to prioritize tasks effectively while maintaining quality work.