Executive Assistant

Real Estate Team at Douglas Elliman•New York, NY

56d•$65,000 - $90,000•Onsite

About The Position

We’re seeking a full-time Executive Assistant to support the CEO/Team Leader of The Rubin Team , one of Douglas Elliman’s top-performing Manhattan real estate teams. This role is ideal for a highly organized, proactive professional who thrives on managing details, anticipating needs, and keeping a fast-paced executive on track. You’ll serve as the operational backbone of the CEO/Team Leader’s day-to-day managing priorities, calendars, follow-ups, and the countless micro-details that ensure the business runs smoothly. If you’re detail-oriented, calm under pressure, and take pride in being indispensable, we’d love to meet you. Why You’ll Love This Role You’ll work directly with the CEO / Team Leader of a high-performing Manhattan real estate team and play a critical role in keeping the business running efficiently. This is a trusted, high-impact position where your organization, foresight and execution directly influence the team’s success and growth. Schedule: Full Time (Fully In-Person) | Manhattan, NYC Compensation: $65,000 – $90,000 yearly + bonus potential

Requirements

3+ years of experience as an Executive Assistant, Operations Manager, or similar role
Exceptional organizational and time-management skills
Strong written and verbal communication abilities
Close attention to detail and follow-through
Ability to manage multiple priorities in a fast-paced environment
Discretion, professionalism, and trustworthiness
Proactive, solutions-oriented mindset
A valid Real Estate License is required for this job

Nice To Haves

Experience in real estate or supporting high-level executives is a plus, but not required
New York Real Estate License
Google Workspace (Gmail, Calendar, Docs, Sheets)
Asana, Monday, Notion, or task management tools
CRM systems (real estate CRM experience is a bonus)
Slack or team communication platforms

Responsibilities

Manage the CEO/Team Leader’s daily, weekly, and long-term calendar
Prioritize meetings, appointments, and deadlines to maximize efficiency
Prepare daily agendas and briefing notes
Anticipate conflicts and proactively adjust schedules
Track follow-ups and ensure action items are completed
Own and manage the CEO / Team Leader’s to-do list across multiple initiatives
Break large projects into actionable steps and timelines
Track deadlines, deliverables, and recurring responsibilities
Follow up with internal team members and external partners to ensure completion
Manage and triage the email inbox and messages
Draft, edit, and respond to emails on behalf of the CEO / Team Leader when appropriate
Ensure important communications are flagged, organized, and addressed promptly
Act as a gatekeeper while maintaining professionalism and warmth
Prepare documents, reports, and internal summaries
Maintain organized digital files and systems
Assist with listing-related administrative tasks and paperwork coordination
Support CRM updates and internal systems as needed
Liaise between the CEO / Team Leader and team members to keep projects moving
Coordinate meetings, events, and internal check-ins
Help enforce systems, processes, and accountability across the team
Support special projects and growth initiatives