Originally Answered: Duties of an Executive Assistant to a Real Estate Broker?
It sounds like he only wants to show property and write contract. I have 3 assistants doing a lot of this stuff. It really sounds to much for one person and way underpaid.
It also sounds like he didn't train you and doesn't want to meet with you on a regular basis. Sounds like he has ADHD (and I'm not kidding).
"Gate Keeper" of all email and phone calls, determining what I can answer and what needs to be directed to my Broker. He is rarely in the office and expects me to know and handle the majority of all correspondence. THIS IS ONE OF YOUR JOBS. HOWEVER, HE ALSO NEEDS TO REVIEW EVERYTHING AND TELL YOU WANT TO DO. IT'S NOT YOUR JOB TO MAKE THESE DECISIONS. I MEET WITH MY ASSISTANTS AT LEAST 2X WEEK OR MORE. I'M ALSO IN THE OFFICE AT LEAST 3 DAYS OF THE WEEK. THEY GIVE ME A STACK OF STUFF AND I MAKE NOTES AS TO WHAT TO DO WITH IT.
Filing - The office has zero organization, on top of my daily duties I am expected to reorganize and initiate a filing system of an office that has years of business and personal files intermingled. THIS SOUNDS OUT OF YOUR JOB. THIS WOULD BE SOMETHING THAT THE OFFICE MANAGER WOULD DO. AND IT ALSO NEEDS INPUT FROM HE AND THE STAFF IF ITS GOING TO BE USED. FILING SYSTEMS NEED TO BE SET UP AND HAVE CLEAR AND EASY "RULES" TO FOLLOW.
Scheduling - scheduling & coordinating all calendar appointments & events including setting up showing tours for multiple clients over the weekend. I have to sort through the huge list of properties the client is interested in, contact each listing to verify MLS information and coordinate appointment only showings and regular showings and find out who has offers in. WRONG, WRONG, WRONG. IT'S THE AGENTS JOB TO DETERMINE WHAT PROPERTIES THEY WILL SHOW. JUST BECAUSE THE CLIENT EMAILS A LIST, YOU MAY NOT END UP SHOWING THEM ALL. HE SHOULD GIVE YOU THE LIST HE!! WANTS TO SHOW. AND THEN YOU CAN ARRANGE IT.
AS FOR SCHEDULES. I GIVE MY ASSISTANTS TIME SLOTS THAT APPOINTMENTS CAN BE TAKEN. FOR ME IT'S 10, 1 AND 4 O'CLOCK. THEY KNOW WHEN I'M AVAILABLE AND DON'T HAVE TO ASK. WITH THE USE OF CELL PHONES, GOOGLE CALENDERS MAY BE A GOOD CHOICE.
Contact Database - I am to keep meticulous record of all contacts, which is previously grossly incomplete. On top of going through hundreds of current contacts and updating the information, I am responsible for tracking each contact and categorizing them and maintain followup for each active client (buyers & sellers). DO YOU HAVE A LEAD MANAGEMENT SYSTEM. WE USE LASSO. GREAT SYSTEM. IT ALLOWS YOU TO SET UP FOLLOW UP PROGRAMS FOR EACH.
-Preparation & distribution of all documents, contracts, listings
- Have an extensive understanding/knowledge of all clients needs without referencing notes. My broker calls sometimes once a day and asks for info on various properties & clients and expects me to have all of the information sorted and stored in my head. LASSO
-Keeping meticulous phone records so if my Broker receives a call after business hours or over the weekend he will know what is going on, without physically speaking about it with me. HE NEEDS TO SPEAK WITH YOU. AND USE LASSO
-I am to be assertive/confident with all client correspondence without the knowledge that would enable me to obtain confidence. HE NEEDS TO TELL YOU WANT TO WRITE. IF YOU CAN USE A FORM LETTER/FORMAT, GREAT. OTHERWISE, THE BROKER/AGENT NEEDS TO ADDRESS THE PROBLEM.
-Keep on top of all deadlines, including contract expiration's, dues, bills, etc from business partners and vendors BILLS... AGAIN, SOUNDS LIKE A JOB AN OFFICE MANAGER WOULD DO. I USE AN ACCOUNTANT FOR ALL BILLS, ETC - ANYTHING THAT WILL BE ON A TAX FORM, THE ACCOUNTANT HANDLES. AS FOR DEADLINES IN CONTRACT, YOU NEED SOMETYPE OF SCHEDULING SYSTEM. AND EACH DAY IN THE MORNING, EMAIL THE BROKER WITH WHAT'S COMING UP.
-Keep my email & my brokers email organized, his email hasn't been organize since 2010. YOUR EMAIL YES. HIS EMAIL - WRONG. IT'S HIS EMAIL.
-Prepare listings with no real estate experience. THIS IS HIS JOB.