Executive Assistant and Marketing Coordinator
We are seeking an accomplished Executive Assistant and Marketing Coordinator to support the Principal of a prestigious real estate agency in South Yarra. This is a unique opportunity to join a boutique, family-friendly team at the forefront of Melbourne's luxury property market, where you will play a pivotal role in driving success, shaping campaigns, and ensuring clients experience service of the highest calibre.
Key Responsibilities
* Executive Support
o Manage the Principal's diary and appointments.
o Prepare presentations, proposals, vendor reports, and sales documentation.
o Screen calls, emails, and correspondence, drafting responses where appropriate.
o Accompany and support the Principal during client meetings and business development activities.
o Maintain the highest level of confidentiality with sensitive information.
* Client & Stakeholder Management
o Act as the first point of contact for high-profile clients and stakeholders.
o Coordinate communication with buyers, vendors, solicitors, conveyancers, and service providers.
o Ensure clients receive timely updates and an exceptional service throughout the sales process.
* Property & Campaign Coordination
o Oversee property marketing campaigns, including photography, videography, brochures, digital advertising and print media.
o Be the first point of contact for suppliers and vendors to ensure campaigns launch on time.
o Coordinate open for inspections, private viewings, and high-profile auction events.
o Ensure accuracy and compliance in listing documentation and contracts.
o Manage the office's social presence and EDM communications with the internal database.
* Administration & Office Management
o Manage CRM systems and client databases with accurate, up-to-date records.
o Monitor deadlines, compliance requirements, and sales documentation.
o Assist with budgeting, invoicing, and expense tracking.
o Support team communications, events, and corporate functions.
* Accounting
o Manage invoicing, receipting, and accounts payable/receivable, ensuring accuracy and timeliness.
o Oversee monthly accounting duties, including reconciliation of campaign expenses and budget tracking.
o Prepare clear financial reports and liaise with stakeholders to resolve account queries efficiently.
* Project Marketing
o Assist the Project team with EDMs, capability statements, submissions, social media, and adhoc marketing tasks.
o Weekly/monthly reporting and assist with social media planning and posting.
Skills & Qualifications
* Proven experience as an EA, PA, or senior administrative professional in the real estate sector.
* Agents Representative is desirable.
* Demonstrated experience managing print media (essential).
* Strong organisational and multitasking abilities, with a proactive approach.
* Excellent written and verbal communication skills.
* Proficiency in Microsoft Office and real estate CRM systems including Box+Dice and RealHub desirable.
* Ability to handle high-pressure situations with professionalism.
* Strong attention to detail and ability to prioritise competing demands.
Personal Attributes
* You present yourself professionally and communicate with polish.
* You are professional, trustworthy, and client-focused.
* You are proactive, resourceful, and solution-oriented.
* You are confident liaising with high-net-worth individuals and senior stakeholders.
* You thrive both independently and in a collaborative team environment.
If this sounds like you, please apply or send your resume and cover letter to Lauren at officeadmin@cirevictoria.com.
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