Executive Assistant Job at Real Estate Team at Douglas Elliman in New York

We’re seeking a full-time Executive Assistant to support the CEO/Team Leader of The Rubin Team, one of Douglas Elliman’s top-performing Manhattan real estate teams. This role is ideal for a highly organized, proactive professional who thrives on managing details, anticipating needs, and keeping a fast-paced executive on track. You’ll serve as the operational backbone of the CEO/Team Leader’s day-to-day managing priorities, calendars, follow-ups, and the countless micro-details that ensure the business runs smoothly. If you’re detail-oriented, calm under pressure, and take pride in being indispensable, we’d love to meet you.

Why You’ll Love This Role

You’ll work directly with the CEO / Team Leader of a high-performing Manhattan real estate team and play a critical role in keeping the business running efficiently. This is a trusted, high-impact position where your organization, foresight, and execution directly influence the team’s success and growth.

Schedule: Full Time (Fully In-Person) | Manhattan, NYC Compensation: $65,000 – $90,000 yearly + bonus potential

Responsibilities

• Executive & Calendar Management
  • Manage the CEO/Team Leader’s daily, weekly, and long-term calendar
  • Prioritize meetings, appointments, and deadlines to maximize efficiency
  • Prepare daily agendas and briefing notes
  • Anticipate conflicts and proactively adjust schedules
  • Track follow-ups and ensure action items are completed
• Task & Priority Management
  • Own and manage the CEO / Team Leader’s to-do list across multiple initiatives
  • Break large projects into actionable steps and timelines
  • Track deadlines, deliverables, and recurring responsibilities
  • Follow up with internal team members and external partners to ensure completion
• Communication & Inbox Management
  • Manage and triage the email inbox and messages
  • Draft, edit, and respond to emails on behalf of the CEO / Team Leader when appropriate
  • Ensure important communications are flagged, organized, and addressed promptly
  • Act as a gatekeeper while maintaining professionalism and warmth
• Operational & Administrative Support
  • Prepare documents, reports, and internal summaries
  • Maintain organized digital files and systems
  • Assist with listing-related administrative tasks and paperwork coordination
  • Support CRM updates and internal systems as needed
• Team & Business Coordination
  • Liaise between the CEO / Team Leader and team members to keep projects moving
  • Coordinate meetings, events, and internal check-ins
  • Help enforce systems, processes, and accountability across the team
  • Support special projects and growth initiatives

Qualifications

• 3+ years of experience as an Executive Assistant, Operations Manager, or similar role
• Exceptional organizational and time-management skills
• Strong written and verbal communication abilities
• Close attention to detail and follow-through
• Ability to manage multiple priorities in a fast-paced environment
• Discretion, professionalism, and trustworthiness
• Proactive, solutions-oriented mindset
• A valid Real Estate License is required for this job

Preferred (Not Required) Tools

• Experience in real estate or supporting high-level executives is a plus, but not required
• New York Real Estate License
• Google Workspace (Gmail, Calendar, Docs, Sheets)
• Asana, Monday, Notion, or task management tools
• CRM systems (real estate CRM experience is a bonus)
• Slack or team communication platforms

Compensation: $65,000–$90,000 yearly