Mill Pond Realty & Vacation Rentals
Executive Assistant
Mill Pond Realty & Vacation Rentals, East Saugatuck, Michigan, United States
Mill Pond Realty has been a trusted name in West Michigan real estate since 1991, expanding into vacation rental management in 1992. We operate a full-service real estate brokerage alongside a nationally recognized short-term rental management company.
Our culture is simple: care deeply about details, take ownership, support one another, value long-term relationships, and lead with hospitality. Leadership is hands-on, integrity matters, and doing things the right way is non-negotiable.
POSITION SUMMARY We are seeking a highly detail-oriented, proactive Executive Assistant to work directly with the President and Broker/Owner. This role is central to the success of both sides of our business—Real Estate sales and Vacation Rental Management.
This is not a role focused on making sweeping changes. Instead, we are looking for someone who loves completing steps, managing processes, and ensuring nothing falls through the cracks. You will help keep listings, transactions, and company operations moving forward smoothly and correctly.
The ideal candidate understands hospitality, and is comfortable interacting with clients and owners, and takes pride in being the person who ensures everything is done—accurately, professionally, and on time.
KEY RESPONSIBILITIES Executive & Company Support
Manage daily priorities, to-do lists, follow-ups, and deadlines for the President
Serve as a trusted second set of eyes, ensuring tasks and processes are completed fully
Maintain confidentiality and handle sensitive information with discretion
Act as a liaison between the President and internal teams
Oversee step-by-step execution of real estate listings from start to finish
Coordinate pending transactions as a transaction coordinator
Assist with listing preparation, documentation, timelines, and after‑closing checklists
Support showings, listing presentations, and sales processes as needed
Administrative & Client Interaction
Communicate professionally with buyers, sellers, property owners, guests, attorneys, and vendors
Prepare correspondence, reports, and internal documents
Maintain organized digital and physical filing systems
Assist Realtors and staff with administrative needs
Operations & Special Projects
Support company-wide initiatives across real estate and vacation rental management
Assist with meetings, events, and internal coordination
Help keep daily operations organized and moving forward efficiently
QUALIFICATIONS
1–2+ years of administrative or executive support experience (required)
Real estate and/or vacation rental experience strongly preferred
Exceptionally organized with strong attention to detail
Comfortable following systems and completing processes step-by-step
Strong written and verbal communication skills
Professional, calm, and confident interacting with clients and owners
Ability to work independently, anticipate needs, and take ownership
Tech‑savvy with Microsoft Office; CRM familiarity a plus
A hospitality mindset and genuine care for people and service
PREFERRED SKILLS
Social media or Canva experience helpful
Familiarity with real estate transaction workflows
WHY THIS ROLE MATTERS This position is a key support role within a long-established, respected company. You will work closely with leadership, help oversee daily operations, and play a direct role in ensuring our clients, guests, and owners receive the high level of service Mill Pond Realty is known for.
If you love details, structure, hospitality, and being the person who keeps everything running smoothly, we would love to hear from you.
POSITION DETAILS Hours: 32‑40 hours per week
Location: In office position
Compensation: $20‑$26 per hour, based on experience
Benefits: Paid time off, bonuses, retirement benefits, health insurance, workplace perks
Seniority level Entry level
Employment type Full-time
Job function Administrative
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Our culture is simple: care deeply about details, take ownership, support one another, value long-term relationships, and lead with hospitality. Leadership is hands-on, integrity matters, and doing things the right way is non-negotiable.
POSITION SUMMARY We are seeking a highly detail-oriented, proactive Executive Assistant to work directly with the President and Broker/Owner. This role is central to the success of both sides of our business—Real Estate sales and Vacation Rental Management.
This is not a role focused on making sweeping changes. Instead, we are looking for someone who loves completing steps, managing processes, and ensuring nothing falls through the cracks. You will help keep listings, transactions, and company operations moving forward smoothly and correctly.
The ideal candidate understands hospitality, and is comfortable interacting with clients and owners, and takes pride in being the person who ensures everything is done—accurately, professionally, and on time.
KEY RESPONSIBILITIES Executive & Company Support
Manage daily priorities, to-do lists, follow-ups, and deadlines for the President
Serve as a trusted second set of eyes, ensuring tasks and processes are completed fully
Maintain confidentiality and handle sensitive information with discretion
Act as a liaison between the President and internal teams
Oversee step-by-step execution of real estate listings from start to finish
Coordinate pending transactions as a transaction coordinator
Assist with listing preparation, documentation, timelines, and after‑closing checklists
Support showings, listing presentations, and sales processes as needed
Administrative & Client Interaction
Communicate professionally with buyers, sellers, property owners, guests, attorneys, and vendors
Prepare correspondence, reports, and internal documents
Maintain organized digital and physical filing systems
Assist Realtors and staff with administrative needs
Operations & Special Projects
Support company-wide initiatives across real estate and vacation rental management
Assist with meetings, events, and internal coordination
Help keep daily operations organized and moving forward efficiently
QUALIFICATIONS
1–2+ years of administrative or executive support experience (required)
Real estate and/or vacation rental experience strongly preferred
Exceptionally organized with strong attention to detail
Comfortable following systems and completing processes step-by-step
Strong written and verbal communication skills
Professional, calm, and confident interacting with clients and owners
Ability to work independently, anticipate needs, and take ownership
Tech‑savvy with Microsoft Office; CRM familiarity a plus
A hospitality mindset and genuine care for people and service
PREFERRED SKILLS
Social media or Canva experience helpful
Familiarity with real estate transaction workflows
WHY THIS ROLE MATTERS This position is a key support role within a long-established, respected company. You will work closely with leadership, help oversee daily operations, and play a direct role in ensuring our clients, guests, and owners receive the high level of service Mill Pond Realty is known for.
If you love details, structure, hospitality, and being the person who keeps everything running smoothly, we would love to hear from you.
POSITION DETAILS Hours: 32‑40 hours per week
Location: In office position
Compensation: $20‑$26 per hour, based on experience
Benefits: Paid time off, bonuses, retirement benefits, health insurance, workplace perks
Seniority level Entry level
Employment type Full-time
Job function Administrative
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