Real Estate Executive Assistant

The Collective at Keller Williams; Boca Raton (FL); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Performance bonuses

Licensing support for FL real estate license

Mileage reimbursement

Job summary

The Collective at Keller Williams is seeking a Real Estate Executive Assistant in Boca Raton, FL. In this full-time role, you will provide vital operational support, managing schedules and client interactions. The position offers a dynamic work environment, competitive salary of $45,000–$55,000, and performance bonuses that acknowledge your contributions.

Join a team that values innovation and supports personal and professional growth. If you thrive as a reliable support in a high-performing team, we want to meet you.

Qualifications

• Minimum of reliable personal vehicle required.
• Active FL real estate license preferred.
• Administrative experience is appreciated.

Responsibilities

• Manage the office phone line professionally.
• Support Matt's calendar and daily administrative tasks.
• Input transaction information into Dotloop accurately.
• Coordinate with lenders, inspectors, and vendors.
• Host open houses and conduct showings as needed.

Skills

Reliable, organized, and detail-oriented

Strong communicator

Tech-comfortable with Dotloop and CRM systems

Professional and warm in client interactions

Self-directed and accountable

Flexible to step into the field

Tools

Google Workspace

AI tools

Job description

Overview

At The Collective, we’re on the hunt for a Real Estate Executive Assistant who will be the operational backbone of our team. In this full‑time role, you’ll ensure that everything runs smoothly behind the scenes, supporting our operations and executive team with excellence and reliability. You’ll be the go‑to person for organizing schedules, managing client interactions, and maintaining consistent marketing efforts. While stepping into the field for open houses or showings may occasionally be required, your primary focus will be providing exceptional administrative support. This isn't just a job; it’s a fulfilling career path for someone who thrives on being the reliable support a high‑performing team can count on.

We offer a competitive salary with additional performance bonuses that acknowledge your contributions to the team’s success. You’ll enjoy a variety of responsibilities, from handling operational tasks to engaging in meaningful support that directly impacts our team’s performance. We believe in nurturing growth and providing the resources you need to excel, including licensing support if you choose to pursue it. When you join us, you become part of a dynamic work environment that values innovation, supports personal and professional growth, and celebrates achievements. If you’re passionate about contributing to our success, let’s connect and explore how you can make a difference with our team.

Employment Details

Employment Type: Full‑time, W‑2
Location: Boca Raton, FL (in‑office, primary; occasional field work)
Schedule: Monday–Friday, 9 am–5 pm; occasional evenings/weekends for open houses and showings
RE License: Not required — licensing support available for the right candidate

Benefits & Compensation

• Base salary of $45,000–$55,000, depending on experience
• Per‑transaction closing bonus of $150–$250 on Matt’s files, where you provided meaningful support
• Quarterly team production bonus of $500–$750 when the team hits volume targets
• Licensing support: course, exam, and first‑year MLS fees covered if you obtain your FL license
• Mileage reimbursement for all field work
• A direct seat alongside one of Palm Beach County’s most established real estate professionals
• A role with real variety, real ownership, and real impact on the team’s success

Key Responsibilities

• Manage the office phone line M–F, 9 am–5 pm — answer, route, and follow up with professionalism
• Support Matt’s calendar, scheduling, and daily administrative priorities
• Input transaction information into Dotloop and keep the CRM current and accurate
• Coordinate with lenders, inspectors, title companies, and vendors to keep deals on track
• Send handwritten notes, golden letters, and execute client mailer campaigns
• Post to The Collective’s Instagram using existing graphics and templates
• Send newsletters and “just listed” emails from existing templates
• Execute client care calls and outreach texts during slower periods
• Manage office supply inventory and keep the workspace operational
• Host open houses and conduct showings as needed when Matt requires field coverage

If you are the person other people call when they need something done right, we want to hear from you.

Qualifications

• Reliable, organized, and detail‑oriented — you finish what you start
• Strong communicator across every channel: phone, text, and email
• Tech‑comfortable — Dotloop, CRM systems, Google Workspace, and AI tools
• Professional and warm in both client‑facing and office settings
• Self‑directed and accountable — you don’t need to be reminded to follow through
• Flexible enough to step into the field when the team needs it
• Active FL real estate license preferred; licensing support available if not yet licensed
• Reliable personal vehicle required

Not the Right Fit

• You’re looking to build your own book of business on the side
• Administrative work feels below your pay grade
• You need close oversight or frequent check‑ins to stay productive
• Follow‑through is something you struggle with