Real Estate Brokerage Executive Assistant

Davis Realtors; East Brunswick Township (NJ); On-site; USD 34,000 - 44,000; Part time

Job summary

Davis Realtors in New Jersey seeks an organized Executive Assistant to provide administrative and operational support to brokerage leadership and real estate professionals.

Experience with real estate transactions, MLS platforms, and document handling is preferred; a license is not required. Schedule is Monday–Friday, 9:00 AM–1:00 PM, with front-office coverage and file management across commercial and residential activities.

Qualifications

• Strong organizational skills and attention to detail.
• Professional written and verbal communication skills.
• Ability to prioritize assignments and manage multiple responsibilities efficiently.
• Strong computer skills and ability to learn new software and systems.
• Familiarity with real estate technology and MLS platforms is a plus.

Responsibilities

• Provide day-to-day executive and administrative support to brokerage leadership.
• Review residential transaction files for completeness and follow up on missing documents.
• Assist with administration of active commercial and residential transactions.
• Maintain organized digital files for listings, transactions, and marketing materials.
• Prepare documents for electronic signature and track completion.
• Coordinate calendars, appointments, meetings, and property tours.
• Answer calls, greet visitors, and provide front-office coverage.
• Support agents with correspondence, research, and documentation.

Skills

Organizational skills

Communication skills

Multitasking

Professional demeanor

Tools

Google Workspace

Job description

Local Commercial and Residential Real Estate Brokerage is seeking a highly organized and professional Executive Assistant to provide administrative and operational support to brokerage leadership and the firm's real estate professionals.

Prior real estate experience, familiarity with real estate transaction and MLS platforms, and an active New Jersey real estate license are preferred qualifications; however, a real estate license is not required.

Schedule: Monday - Friday, 9:00 AM - 1:00 PM

Responsibilities

• Provide day-to-day executive and administrative support to brokerage leadership
• Review residential transaction files for required-document completeness, identify outstanding documentation, and follow up as necessary to maintain complete and organized brokerage files
• Assist with the administrative organization of active commercial and residential real estate transactions
• Maintain organized digital files for listings, properties, transactions, offering memorandums, marketing materials, and related records
• Prepare and distribute documents for electronic signature and monitor their completion
• Assist brokerage leadership with correspondence, follow-up, research, document organization, and other administrative aspects of active transactions and business development
• Distribute offering memorandums, brochures, floor plans, property information, financial information, and other materials to prospective buyers, tenants, clients, and cooperating brokers
• Coordinate appointments, property tours, meetings, and calendar invitations
• Maintain accurate and readily accessible property and listing information
• Answer and route incoming telephone calls, greet visitors, and provide professional front-office coverage
• Provide general administrative support to the firm's real estate agents
• Coordinate with marketing staff regarding property information, listing materials, and related resources
• Maintain confidentiality when handling client, agent, transaction, and company information
• Perform additional administrative and office responsibilities as needed

Qualifications

• Strong organizational skills and attention to detail
• Professional written and verbal communication skills
• Ability to prioritize assignments and manage multiple responsibilities efficiently
• Strong computer skills and the ability to learn new software and systems
• Proficiency with Google Workspace and general office technology
• Prior administrative or executive assistant experience preferred
• Prior experience in a real estate brokerage or related real estate environment is a plus
• Familiarity with ZipForms, Authentisign, MLS platforms, and other real estate technology is a plus
• Active New Jersey real estate license is a plus, but not required
• Ability to exercise sound judgment and maintain confidentiality
• Dependable, responsive, professional, and capable of working independently

Ideal Candidate

The ideal candidate is an organized, proactive professional who is comfortable working in a fast-paced real estate office and supporting multiple members of a team. The ideal candidate should be able to develop a strong working knowledge of the brokerage's properties, transactions, systems, and administrative procedures.

• This position will work closely with brokerage leadership and provide support across the firm's commercial and residential real estate activities. We are seeking someone who can become a reliable resource for the office, keep information and documentation organized, and help ensure that day-to-day administrative matters are handled efficiently.