Executive Assistant

Keller Williams Realty - Austin, TX

Full-time - Entry Level

Austin, TX

5,001-10,000 employees

Real Estate

About the position

The primary role of the Executive Assistant at Keller Williams Realty is to serve as a consummate professional who is passionate about the details. This position requires a highly organized individual who works with an elevated sense of urgency and takes great pride in their commitment to all tasks. The Executive Assistant will manage complex calendars, coordinate travel arrangements, and prepare reports as needed, ensuring that all written communications are clear, concise, and reflective of the executive leader's tone and style. Confidentiality and discretion are paramount, as the role involves handling sensitive information and reviewing legal documents and contracts. In this role, the Executive Assistant will be responsible for setting up and managing blended virtual and in-person meetings, attending these meetings to take notes, recording action items, and following up on them. The position also requires the ability to resolve scheduling conflicts, coordinate travel itineraries, and create informational packets for trips. The Executive Assistant will work closely with the executive team to ensure that status reports are accurate and that deliverables are met. Additionally, the role may involve managing ad-hoc projects and handling occasional requests outside of normal business hours, including nights and weekends. The work environment is dynamic and fast-paced, requiring the Executive Assistant to be highly adaptive and flexible, with strong organizational skills and a passion for getting things done quickly and correctly. The ideal candidate will possess a high level of interpersonal skills to handle sensitive situations with poise, tact, and diplomacy, and will be an accountable team player who believes that no task is too small or too big to tackle.

Responsibilities

• Manage highly complex calendars and schedule conference calls and meetings across multiple time zones.
• Set up and manage blended virtual and in-person meetings.
• Attend meetings, take notes, record action items, and follow up on said action items.
• Draft, edit, and proofread documents, including emails, speeches, reports, and presentations.
• Ensure all written communications are clear, concise, and reflective of executive leader's tone and style.
• Maintain confidentiality and a high level of discretion in handling sensitive information.
• Review and create contracts, legal documents, and reports.
• Plan and advise on internal and external meetings.
• Resolve scheduling changes or conflicts.
• Coordinate travel arrangements; create travel itinerary and informational packet for each trip.
• Work with the executive team to ensure status reports are accurate and deliverables are met.
• Manage ad-hoc projects.
• Handle occasional requests outside of normal business hours, including nights and weekends.
• Perform additional tasks such as lunch, gifts, errands, etc.
• Complete other duties as requested.

Requirements

• Three or more years of experience as an Executive Assistant.
• Working knowledge of a variety of computer software applications in word processing, spreadsheets, communication, database, and presentation software (GSuite, Slack, MSOffice, Zoom, etc.).
• Proven experience working in an extremely fast-paced environment.
• Proven ability to accept direction on given assignments.
• Highly adaptive and flexible, willing and able to quickly pivot as priorities change.
• Possess strong organizational skills and a passion for getting things done quickly and correctly.
• Extremely observant with the ability to anticipate needs, fires, or roadblocks before they occur.
• Must have a high level of interpersonal skills to handle sensitive and confidential situations.
• Position continually requires demonstrated poise, tact, and diplomacy.
• Intense passion for supporting an executive, removing roadblocks to ensure success.
• Possess high-level personal self-esteem, balanced with true humility and focus on others.
• Accountable team player who believes no task is too small or too big to tackle.
• High School Diploma; preferred candidates will have an Associates Degree or higher in Business or related field.