Licensed Real Estate Executive Assistant

Top Producing Broker is seeking a dynamic and highly organized Licensed Real Estate Executive Assistant.

As a licensed executive assistant you will have the opportunity to learn from and work directly alongside one of the top producing and most respected real estate brokers in Chicago. You will be involved in all of the day-to-day activities, combining traditional executive assistant tasks with specialized real estate operations, client coordination, and social media management. The position entails the full spectrum of the sales cycle with an emphasis on the luxury market. The job is a combination of in-office work and on-site activities with frequent client interaction. The ideal candidate will be proactive, detail-oriented, and comfortable working in a fast-paced environment both in-office and in the field.

You will work from 9am–6pm, Monday through Thursday and 9am–5pm on Saturdays. There will also be business needs that require attending to in the evening hours and on Fridays and Sundays.

● Active Illinois Real Estate License

● Able to competently advise clients throughout all aspects of buying or selling real estate

● A comprehensive background and extensive knowledge in all phases of the residential sales process from the initial client introduction to closing

● Skilled at professionally interacting and communicating directly with clients

● Strong written and verbal communication skills

● Be able to collaborate with other team members, have a positive team attitude

● Have a valid driver’s license and a reliable vehicle

Executive Support & Communication

● Transcribe and compose emails from dictation

● Manage and organize email inbox, ensuring all messages are reviewed daily

● Handle incoming phone calls and manage all correspondence

● Coordinate calendar management and provide daily schedule updates

● Provide comprehensive support on daily tasks

● Provide support outside of work hours as needed

● Train and onboard new team members

● Develop standard operating procedures and training materials

● Prepare reports, presentations, and documentation

Real Estate Operations

● Serve as primary contact for buyer showings: schedule with all parties, confirm day-of, attend showings, and handle follow-up communications

● Print MLS sheets and provide detailed showing and listing information to buyers & brokers

● Coordinate and attend listing showings, appraisals, inspections, and final walk-throughs

● Provide post-showing feedback to sellers and clients

● Prepare Comparative Market Analyses (CMAs) using Cloud CMA and transcribe agent's market analysis thoughts into professional client presentations

● Research property data, market conditions, and pricing strategies to brief agent

● Set up and monitor MLS searches and identify property matches for buyers

● Process purchase contracts and real estate forms

● Coordinate open houses and marketing events

● Schedule and attend photography sessions for new listings

● Prepare comprehensive listing presentations with comparable sales data

● Handle key duplication, lockbox placement, and coordinate with contractors/vendors at

properties

Marketing / Social Media Support

● Design and order marketing materials for property listings

● Write scripts, coordinate video shoots, and provide on-set support for agent

● Develop social media strategies in collaboration with team

● Track follower growth, engagement metrics, and attend analytics meetings

Lead Management

● Oversee all leads and inquiries

● Implement email marketing and drip campaigns

● Ensure timely follow-up calls and track lead conversion processes

This position offers the opportunity to work closely with a successful real estate professional while gaining comprehensive experience in all aspects of high-level real estate operations, from client service to digital marketing.

Salary Range:

$62,000-$65,000