OVERVIEW OF OUR COMPANY:
At Monica Lenches Lifestyle Properties we have been transforming the real estate experience for over 34 years by providing our signature real estate process, The Total Real Estate Experience. In addition to traditional marketing and sales, we provide comprehensive real estate planning to socially responsible/impact executives, visionaries, philanthropists, individuals and seniors to ensure that their home buying/selling decisions are made in the context of their larger life visions. Our mission is to provide impeccable, unparalleled service by combining life coaching with an integrated team approach to visioning, planning and achieving our client’s real estate dreams, goals and objectiveswith kindness, respect and integrity. Our motto is "Live Your Vision. Leave Your Legacy". Learn more at www.monicalenchesre.com.
We are also on a mission to create a Kinder World of Commerce through an educational campaigned designed to educate our community about the importance of buying and doing business not just locally but socially responsibly. Learn more at www.monicalenchesre.com/blog/communitymatters
JOB DESCRIPTION: We have an exciting opportunity for an Executive Assistant to contribute his/her talents in a meaningful way to 2 impact Realtors by performing multi-faceted roles including Office Administrator, Transaction and Marketing Coordinator and Event Planner. Work environment: Primarily remote with weekly errands in Santa Barbara 1/week. Part-Time. 20 hour/week. Hours are negotiable.
YOUR RESPONSIBILITIES:
Transaction Coordination:
Assemble, organize and manage listing and escrow files
Manage transaction deadlines
Marketing Coordination:
Create marketing collateral for both agent/company and agent listings
Coordinate execution and distribution of marketing collateral
Coordinate social media with our Social Media consultant
Print and distribute marketing collateral
Administration and Clerical Work:
Includes word processing, data entry, database management, filing, and emailing
Run errands weekly1/week in Santa Barbara
Ensure that appointments in calendar accurately reflects relevant details (e.g. Zoom links, attendees, location, etc.)
Correspondence (Email/InMail):
Monitor emails, LinkedIn and Agent website messages to/from Agent and prompt follow-up/closure as needed
Serve as a liaison between the Agent and internal/external parties, when requested
Print, upload and file email attachments
Organize, process and store Agent's emails to facilitate effective communication
Send emails on Agent's behalf as requested
Archive emails properly to ensure a "clean" inbox daily
Information Tracking:
Calculate basic statistics comparing monthly sales, new listings, price changes, etc.
Create spreadsheets to track statistics needed for monthly newsletter
Communication/Editing:
Maintain open and effective communications with team members
Proofread and edit Agent's marketing material and other documents to resolve errors and/or improve readability/clarity
Event Planning and Meetings:
Coordinate company events and volunteer efforts as needed including coordinating logistics like venue, menu, payment, decorations, track event RSVP's, questions, etc.
Work with vendors/suppliers to ensure a successful event
Reconcile receipts and complete income/expense reports
WHAT YOU WILL NEED:
Experience:
5-10 years (either full or part-time) experience in each of these areas:
Office/administration
High level responsibility for successfully coordinating multiple types of work at one time
Supporting an agent, lender, escrow officer or junior/senior level executive
5+ years’ experience and/or certification in graphic design and/or marketing is highly preferred and compensation will be increased to reflect this added skill
Experience managing confidential information and sensitive data with discretion
Skills/Qualifications:
Detail-oriented a must
Strong organizational, planning and prioritizing skills to meet strict deadlines a must
Professional written and verbal communication skills
Proficient with numbers, including calculating basic statistics
Ability to think outside the box, anticipate potential problems and troubleshoot them as they arise
Technical Competency with Mac, Word/Pages, PowerPoint, Excel/Numbers, Illustrator or other graphic design software; Docusign, Dropbox, Canva, Smartsheet, Google Sheets, Constant Contact and the ability to easily pivot and learn new platforms
Qualities:
Genuine desire to proactively support Agents in timely and resourceful ways
Kind, respectful and thoughtful
Responsible, mature, self-motivated, and intelligent
Ethical, integrous, honest and transparent
Strong work ethic
Confident, patient and able to work under pressure especially during escrow periods
Flexible and able to adjust to quickly changing circumstances
Enjoys working alone and independently on projects, successfully taking them from
conception to completion. One-on-one interaction is primarily with employing agents and our vendors/partners
Enjoys collaborating on projects
Strong interpersonal skills and the ability to build relationships with vendors, partners and other team members
Punctual
Ability to follow instructions while confidently sharing suggestions and improvements to processes
Ability and willingness to engage in open communication
