Summary

The role of the Executive Assistant is to handle a wide range of administrative and executive support related tasks.

Key accountabilities

· Calendar management, requiring interaction with both internal and external parties, to coordinate a variety of tasks/appointments and meetings

· Answering phones and handling enquiries

· Communicating and handle incoming and outgoing electronic communications on behalf of the Director

· Prioritise and manage multiple projects simultaneously, and follow through on issues in a timely manner

· Ensure that the administration of the new listing is completed

· Ensure that all new vendor experiences reflect our brand values and service

· Ensure that all required auction campaign activity is completed accurately and on time.
Diary management and organisation of schedules

· Organise an agenda and notes for team meeting

· Attend any office sales meetings, where necessary

· Answering phones

· Filtering agent email

· Keeping agents listing kit refreshed

· Creating any appraisal letters or proposal documents

· Organise settlement final inspections

Prospecting

· Create a call list for the sales agent daily, importing and exporting data from database for these call lists: current vendors, buyers, past clients, A/B/C pipelines, market watch, networking group, sphere of influence

· Organise and administer all agency marketing as per business plan.

Appraisals

· Create Marketing Schedules

· Create/ print agency agreements for agent

· Search comparable sales/on the market properties for agent

· Organise and send out pre-listing kits.

Sales Process

· Receiving and compiling all buyer feedback from agent

· Put together weekly vendor reports and send reports as an email summary to vendors

· Processing sales advice

· Organising open for inspections each week

· Confirm what ads are booked into each publication at the start of every week with the agents

· Database entry, price changes, offers and updates

· General liaison with vendors and buyers

General

· Maintain high quality standards in delivery of services

· Keep up to date with relevant legislation

· Utilise the use of emails for providing information to staff and Clients

· Help develop the company culture and morale

· Provide monthly reports to management

· Minimise costs and outlays to the Agency

· Ensure effective application of all procedures for which this role is accountable

· Attend all training sessions, conferences, seminars, meetings and work functions as directed by management

· Alert management to potential or known problems promptly

· Adhere to minimum business standards as supplied

· Attend to complaints in a prompt and courteous manner

· Participate in ongoing performance reviews

· To maintain a corporate and professional level of dress at all times

· Other duties as may be required from time to time

· Proactive support and assistance of other team members in the Division, as time allows or as required

· Prompt referrals to other Divisions to maximise opportunities

Key Skills, Qualifications and Attributes

· Current Registration

· Current Drivers Licence

· Knowledge of relevant legislation

· Sales experience

· Computer literacy

· Highly organised with excellent time management skills

· Goal and target driven

· Attention to detail

· Negotiation, presentation and closing skills

· Excellent people skills

· Strong customer service focus and skills

· Positive attitude

· Property management knowledge

· Knowledge of building maintenance basics

· Local area knowledge

· Pride in work

· Adherence to systems

· Excellent phone manner

· Strong written and verbal communication skills

· Able to demonstrate initiative and be proactive