Village Properties
Executive Administrative Assistant Needed Immediately
Village Properties, Montecito, California, United States
Job *****
The Executive Secretary/Assistant provides high-level administrative support to the executive team within a fast-paced real estate company. This role requires discretion, initiative, and a thorough knowledge of real estate operations and office administration. The ideal candidate will be proactive, detail-oriented, and able to handle a wide range of tasks efficiently.
Key *****
Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.
Prepare reports, memos, letters, and other documents using word processing, spreadsheets, databases, or presentation software.
Handle confidential documents ensuring they remain secure.
Coordinate communication between executives and internal/external stakeholders.
Organize and maintain files, records, and databases
Track and follow up on important tasks and deadlines.
Attend meetings, take minutes, and summarize key action points.
Manage office supply inventory and liaise with vendors.
Assist with marketing and client engagement activities as needed.
Screen and prioritize emails, calls, and other communications.
Perform other duties as assigned by executives.
Proven experience as an Executive Assistant, Secretary, or similar administrative role (Real Estate experience preferred).
High proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent written and verbal communication skills.
Strong organizational and time-management skills.
Ability to multitask and maintain attention to detail.
Knowledge of real estate documents and processes is a strong plus.
Key *****
Professionalism and confidentiality
Initiative and problem-solving
Attention to detail and accuracy
Customer service orientation
Teamwork and adaptability
The Executive Secretary/Assistant provides high-level administrative support to the executive team within a fast-paced real estate company. This role requires discretion, initiative, and a thorough knowledge of real estate operations and office administration. The ideal candidate will be proactive, detail-oriented, and able to handle a wide range of tasks efficiently.
Key *****
Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.
Prepare reports, memos, letters, and other documents using word processing, spreadsheets, databases, or presentation software.
Handle confidential documents ensuring they remain secure.
Coordinate communication between executives and internal/external stakeholders.
Organize and maintain files, records, and databases
Track and follow up on important tasks and deadlines.
Attend meetings, take minutes, and summarize key action points.
Manage office supply inventory and liaise with vendors.
Assist with marketing and client engagement activities as needed.
Screen and prioritize emails, calls, and other communications.
Perform other duties as assigned by executives.
Proven experience as an Executive Assistant, Secretary, or similar administrative role (Real Estate experience preferred).
High proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent written and verbal communication skills.
Strong organizational and time-management skills.
Ability to multitask and maintain attention to detail.
Knowledge of real estate documents and processes is a strong plus.
Key *****
Professionalism and confidentiality
Initiative and problem-solving
Attention to detail and accuracy
Customer service orientation
Teamwork and adaptability