Executive Administrative Assistant

Keller Williams Realty, LLC; Milwaukee (WI); On-site; USD 55,000 - 75,000; Full time

Job summary

A fast-growing real estate brand in Milwaukee is seeking a highly organized Executive Assistant. This role involves managing schedules, streamlining systems, and supporting client workflows. Ideal candidates will thrive in a dynamic environment, possess exceptional organizational skills, and demonstrate proactive problem-solving abilities. The job includes personal assistant tasks and requires familiarity with tools like Google Workspace and Microsoft Office. This is a full-time position for a mid-senior level professional.

Qualifications

• Experience as an Executive Assistant, Operations Assistant, or similar role.
• Exceptional organization and ability to manage multiple priorities.
• Strong communication skills and a professional demeanor.

Responsibilities

• Manage daily calendars, meetings, reminders, and scheduling priorities.
• Prepare, proofread, and organize documents and marketing materials.
• Coordinate travel, events, and appointment scheduling.

Skills

Organization

Communication skills

Proactive problem-solving

Tech-savvy

Reliability

Tools

Google Workspace

Microsoft Office

Project management tools

CRMs

Job description

I’m looking for a highly organized, proactive Executive Assistant to support the day‑to‑day operations of a fast‑growing real‑estate brand. You’ll manage my schedule, streamline systems, support client workflows, oversee project follow‑through, and help keep the business running smoothly behind the scenes.

This role is perfect for someone who thrives in a fast‑paced environment, loves taking ownership, and enjoys supporting a business that blends real‑estate, design, and creative marketing.

Key Responsibilities

Administrative + Operational Support

• Manage daily calendars, meetings, reminders, and scheduling priorities.
• Prepare, proofread, and organize documents, contracts, and marketing materials.
• Maintain inbox organization and ensure timely follow‑up on all tasks.
• Coordinate travel, events, and appointment scheduling.
• Assist with listing preparation: scheduling photos, staging coordination, ordering signs, and ensuring all marketing tasks are completed on time.
• Track transaction timelines and keep all parties on schedule.
• Coordinate with lenders, inspectors, vendors, and clients.
• Coordinate and attend vendor appointments, including follow‑up inspections, repair walkthroughs, and contractor access as needed.

Social Media Workflow Support (NOT content creation)

You will not be creating or managing content — I have a dedicated social media manager.

Your job is to keep the workflow moving smoothly by:

• Communicating with the social media manager to ensure deadlines, brand deals, and deliverables stay on track.
• Organizing content, notes, ideas, and timelines so filming days + posting run efficiently.
• Uploading or organizing footage, pulling clips, or handling simple prep tasks when needed.
• Managing calendars for shoots, partnerships, and posting schedules.
• Keeping everyone aligned and eliminating bottlenecks.

Project + Systems Management

• Create structure within the business by building systems, checklists, and workflows that improve efficiency.
• Track ongoing projects and due dates so nothing falls through the cracks.
• Manage vendors, supplies, and office organization.
• Identify gaps in operations and propose solutions proactively.

Personal Assistant Tasks

• Assist with personal scheduling, errands, reservations, household coordination, and miscellaneous life tasks.
• Handle confidential information with absolute discretion.

What You Bring

• Experience as an Executive Assistant, Operations Assistant, or similar role.
• Exceptional organization and the ability to manage multiple priorities at once.
• A proactive, problem‑solving mindset — you anticipate needs without being asked.
• Strong communication skills and a confident, professional demeanor.
• Tech‑savvy: comfortable with Google Workspace, Microsoft Office, project management tools, CRM's and learning new systems quickly.
• Ability to work in a fast‑moving, creative business environment.
• Reliable transportation + occasional weekend availability during busy seasons.

Who This Role Is Not For

• Someone who needs step‑by‑step instructions.
• Someone who dislikes a constantly evolving workflow.
• Someone who is uncomfortable coordinating with creative teams.
• Someone who gets overwhelmed by detail‑heavy days.
• Someone seeking a slow, repetitive office job.

Who Will Love This Role

• You’re energized by creating order and structure.
• You love supporting both business operations and creative workflows.
• You take pride in being the backbone of a growing company.
• You’re loyal, resourceful, and solutions‑driven.

Seniority level: Mid‑Senior level

Employment type: Full‑time

Job function: Administrative