Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• At least 4 years of experience in an administrative role reporting directly to senior management.
• Experience in real estate support.
• Experience supporting brokers.
• Excellent written and verbal communication skills.
• Strong time-management, organizational, and project coordination skills.
• Proficiency in Microsoft Office and other office productivity tools, with the ability to learn new software and systems.
• Flexible, adaptable team player willing to do what it takes to get the job done.
• Ability to maintain the confidentiality of multiple companies.
• Promptness and a motivated, self-starting approach.
• Confident and professional phone presence.
• Availability to help with urgent requests.

Nice To Haves

• Experience developing internal processes and filing systems.
• An associate degree or higher in administration, or equivalent experience.
• Knowledge of CRM systems such as Active Campaign, Zoho, or Pipedrive.

Responsibilities

• Assist clients as directed and manage their professional and personal support needs.
• Maintain client relationships and refine internal processes that support COYL and its clients.
• Manage communications between client upper management and employees, and liaise with internal and external executives on projects and tasks.
• Plan and coordinate work to meet client priorities, organizational goals, and best practices.
• For real estate and business broker clients, supervise administrative tasks for home buyer and seller transactions from executed purchase agreement through closing.
• Review contracts, disclosures, and addendums for accuracy and submit them to the broker for file compliance.
• Act as the primary contact among agents, clients, lenders, title officers, and inspectors to support timely closings.
• Track contingency deadlines, including inspection periods, loan approval dates, and appraisal contingencies.
• Open escrow, manage earnest money deposits, and ensure escrow documents are complete.
• Enter client information into CRM and transaction management software.
• Track detailed records in the timekeeping system.
• Coordinate complex scheduling and calendar management, and manage information flow to virtual clients’ senior executives.
• Arrange client travel, including hotel bookings, transportation, and meals.
• Provide administrative and office support, including typing, dictation, spreadsheet creation, faxing, and maintaining filing systems and contact databases.
• Maintain professionalism and strict confidentiality, and use discretion when interacting with clients and the company.
• Organize client communications, answer phones, and relay messages.
• Plan client events.
• Respond to requests within a maximum of four business hours.
• Navigate priorities while multitasking and perform other tasks as needed.