Executive Assistant to Director

Summary:

We are seeking a highly organised and proactive Executive Assistant to support the Director in our dynamic Brighton-based team. This pivotal role is responsible for providing high-level administrative, operational, and marketing support, ensuring the Director’s day-to-day activities run seamlessly and efficiently.

The Executive Assistant will act as a key point of coordination across the team, streamlining processes, managing priorities, and reducing the administrative burden on the Director and wider team. With a strong focus on efficiency, organisation, and attention to detail, the successful candidate will contribute to enhanced productivity, improved client experience, and the overall performance of the business.

Key Responsibilities:

• Prepare and coordinate meeting agendas, and organise and facilitate team meetings
• Manage the end-to-end appraisal process, including preparation of appraisal letters and presentation materials using Canva
• Compile, format, and distribute submissions (PDFs, links, and bound documents) to relevant stakeholders
• Design and maintain marketing calendars for appraisal campaigns
• Oversee inbox management, including email organisation, prioritisation, and follow-up on action items
• Draft professional correspondence on behalf of the Director
• Prepare and manage authorities, ensuring accurate documentation and timely progression through all stages
• Coordinate contract offers and amendments with attention to detail and compliance requirements
• Schedule and manage the Director’s Open for Inspections (OFIs), including calendar coordination with team members and agents
• Communicate OFI schedules and campaign updates, including internet performance reports, to vendors
• Manage print and digital marketing campaigns, including listings on platforms such as Domain
• Liaise with second agents to ensure timely submission of mid-week reports
• Maintain and update internal tracking systems, including whiteboards for appraisals, listings, and GCI
• Assist with personal errands and provide ad hoc administrative support as required
• Coordinate property settlements, including organising gifts, key handovers, and final inspections with agents
• Manage backend campaign scheduling and reporting across platforms such as REA and Domain, including performance insights
• Prepare reports and documentation for vendor campaign meetings
• Maintain and update the Box + Dice CRM database to ensure data accuracy and integrity
• Attend marketing appointments as required when a second agent is unavailable

• ·         Other administrative duties as required

Qualifications:

• Proven experience as an Executive Assistant or in a similar role within the Real Estate Industry.
• Strong organisational skills with the ability to manage multiple tasks effectively.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and CRM software.
• Attention to detail and a commitment to delivering high-quality work.
• Ability to work independently and as part of a team.
• Only successful applicants will be notified.