Office Administrator & Marketing Assistant

Westside Estate Agency - Beverly Hills • Malibu; Beverly Hills (CA); Presencial; USD 63.000 - 77.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Salary: $70,000 per year

Paid time off and holidays

401(k) or other retirement plan

Descripción de la vacante

Westside Estate Agency is seeking an organized Office Administrator with marketing experience for our Beverly Hills office. This in-office role supports agents, leadership, and brand initiatives across listings, marketing materials, social media, and clerical tasks.

You will juggle front-desk duties, calendar management, onboarding of new agents, and basic bookkeeping support. Local candidates only; relocation not offered.

Formación

• 2+ years of office administration or executive assistant experience.
• 2+ years of hands-on marketing experience, in-house or at an agency.
• Proficiency with Canva or Adobe Creative Suite (InDesign, Photoshop, Illustrator).
• Experience scheduling and posting on Instagram, Facebook and LinkedIn.
• Strong command of macOS, Google Workspace, and Microsoft Office.
• Ability to manage confidential information with discretion.

Responsabilidades

• Manage the front desk: greet clients, answer calls, handle mail with discretion.
• Keep the office running day to day: inventory, supply orders, vendor coordination, IT issues.
• Coordinate calendars and meeting room bookings for leadership and agents.
• Onboard new agents: workspace setup, email access, orientation.
• Maintain files and transaction paperwork in an organized, confidential way.
• Process invoices and expense reports and support accounting.
• Help plan office events and broker previews.
• Prepare marketing materials and assist with social media assets.

Conocimientos

Office administration

Marketing experience

Canva

Adobe Creative Suite

Educación

2+ years of relevant experience

Herramientas

MacOS

Google Workspace

Microsoft Office

Descripción del empleo

Westside Estate Agency | Beverly Hills, CA | Full-time, in office | Local candidates only

Westside Estate Agency is one of Southern California's leading luxury real estate brokerages, founded by Stephen Shapiro and Kurt Rappaport. Our agents represent many of the most significant homes in Beverly Hills, Bel Air, Holmby Hills, Malibu and across the Westside. We are a boutique, high-touch firm where discretion, polish and attention to detail matter in everything we do.

We are looking for an organized, savvy, and proactive Office Administrator with marketing experience to help keep our offices running smoothly. This role is a key hub for the company. You'll make hands‑on contributions supporting our agents, leaders, brand, and daily operations across listings, MLS updates, reports/data, transactions, sales, social media, print collateral, website, marketing, and clerical work. This role suits someone who enjoys variety, moves comfortably between the front desk and marketing, and has a keen eye for detail.

This is an in‑office position in Beverly Hills. We are considering local candidates only, and relocation assistance is not available.

Key Responsibilities

• Manage the front desk: greet clients and guests, answer and route calls, handle mail and deliveries with discretion
• Keep the office running day to day: inventory tracking, supply ordering, vendor coordination, equipment updates, IT issues, and facilities requests
• Coordinate calendars, meetings and conference room bookings for leadership and agents
• Onboard new agents: workspace setup, email and system access, welcome materials and orientation
• Maintain files, transaction paperwork, commission breakdowns, and records in an organized, confidential way
• Process invoices and expense reports, and provide basic bookkeeping support to the accounting team
• Help plan office events, client appreciation events and broker previews
• Order listing sign ups/downs with the sign vendor, and order new signs for agents as required

Work in tandem with the Director of Marketing to support key areas:

• Prepare listing and Open House marketing materials: print collateral, flyers, email blasts, and presentation decks
• Assist with developing creative assets for social media, print, listings, sales, and agents
• Draft social media posts for WEA's channels, with a strong focus on LinkedIn, and help agents develop their own accounts
• Draft stories and reels that promote our brand, listings and Open Houses
• Update listings, agent bios, blog posts and other content on the company website as needed
• Keep brand standards consistent across print, digital, public relations, and signage
• Track marketing requests, prioritize them, and report on any developments and/or gaps
• Support advertising placements, press materials, and award or ranking submissions

Requirements

• 2+ years of office administration or executive assistant experience
• 2+ years of hands‑on marketing experience, in‑house or at an agency
• Working knowledge of Canva or Adobe Creative Suite (InDesign, Photoshop, Illustrator)
• Experience scheduling and posting on Instagram, Facebook and LinkedIn
• Strong command of macOS, Google Workspace, and Microsoft Office (Excel, PowerPoint, Word, Outlook)
• Strong technical skills across both digital and print
• Excellent written communication, with a sharp eye for typos and detail
• Polished, professional presence and the judgment to handle confidential information
• Ability to juggle many requests at once and prioritize calmly under multiple deadlines
• Critical thinking skills to accurately assess the needs of the company, agents, leaders, and team with little to no supervision
• Superb ability to analyze reports, input data, process documents and commissions, and update various platforms
• Ability to commute reliably to our Beverly Hills office
• Experience in luxury real estate, hospitality, fashion or another high‑end service industry
• Familiarity with a website CMS and email platforms like Mailchimp
• Basic photo editing skills
• Familiarity with the MLS, real estate CRMs, and transaction software

Benefits

• Salary: $70,000 per year
• Paid time off and paid holidays
• 401(k) or other retirement plan
• A front‑row seat to some of the most notable and premier properties in Los Angeles
• A small, collaborative team where your work is seen and valued

Westside Estate Agency is an equal opportunity employer.