Executive Assistant Jobs

Top Producers are seeking an Executive Assistant to help support their teams in their day to day real estate activities so they can perform to their highest ability. If you love diversity, fast paced, multi tasking, and want to join a company and make a direct impact, we’d love to hear from you.

About the Teams:

James Kilpatrick is affiliated with NAI Northern California, and focuses on the sale and leasing of commercial properties (multi-family, office, industrial, land, retail) in San Francisco, East Bay, South Bay, and surrounding cities.

Mandy Kilpatrick focuses on high-end residential real estate in Lamorinda (Orinda, Moraga, Lafayette), and

San Francisco (Noe Valley, Pac Heights, South Beach, Mission Bay + surrounding).

Schedule: 8:30am - 5pm preferred (work from home 2x per week after 1st month of in-office training) *Available 2-3 weekends a month to turn on/off lights at listings (typically takes 30 min in total) in Lamorinda area.

Typical Daily Duties Include:

• Maintain confidentiality: Protect operations by having a high level of discretion
• Work independently: On assigned tasks from start to finish
• Anticipate needs of our leaders: Plan ahead and be resourceful. Help leaders keep track of short and long term responsibilities/appointments
• Marketing: Email newsletters, social media, postcards, website, digital ads, SEO
• Light bookkeeping: Track expenses and commissions, pay vendors
• Offer suggestions: Make improvements to systems/processes
• Be present for tasks at the properties: Put up signs, meet vendors, turn lights on/off, assist with events and showings
• Administrative tasks: Maintain organized files, organize contact database, handle paperwork
• Attend office meetings: Take notes and tracking action items to share with executive
• Listing coordination: Prep home to go on the market, manage vendors, oversee progress, Be present for inspections, appraisals. Communicate with clients
• Email & calendar management: Conserve executives’ time by reading and routing correspondence, responding to emails, scheduling meetings, keeping track of schedules, and assisting with paperwork
• Lead management: Track & remind team to follow up with client leads
• Transaction coordination: Manage all listings from start to finish to ensure timelines are met

Qualifications & Requirements:

• 2-5 years of previous administrative experience, basic marketing understanding is preferred
• Ability to work well under pressure and in a fast-paced environment
• Eager to help where needed
• Innate problem-solving skills and impeccable attention to detail
• Strong organizational skills and ability to follow through on tasks
• Proficient in Google Suite
• Problem solver at heart with a genuine desire to learn while helping others
• Previous real estate experience is preferred, but not required. Must have a passion for Real Estate and diving into the industry if no experience
• Strong written and verbal communication skills with sellers, buyers, and vendors
• People oriented, dedicated to superior customer service
• Associate’s Degree minimum preferred
• Ability to handle multiple projects at the same time as well as prioritizing and managing time efficiently

More About Us:

NAI Global is the largest Commercial Real Estate Brokerage Network in the world and a global “Top 5” Commercial Real Estate Company with 400+ offices and over 7,800 professionals. The culture we have grown in Northern California is a major competitive advantage to our team.

• NAI is assisting Top Producers and is not the hiring agent