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 #J-18808-Ljbffr