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This critical role ensures seamless business operations, exceptional client and agent support, and full coordination and execution of team-sponsored events — all while maintaining a polished office environment that reflects the sophistication of their brand. The ideal candidate is detail-oriented, resourceful, and anticipates the needs of a luxury real estate office managing high-value sales, leasing, marketing, and exclusive community events.

Our client is seeking a professional and proactive Executive Operations Assistant to oversee daily operations in their luxury real estate office. This critical role ensures seamless business operations, exceptional client and agent support, and full coordination and execution of team-sponsored events — all while maintaining a polished office environment that reflects the sophistication of their brand.The ideal candidate is detail-oriented, resourceful, and anticipates the needs of a luxury real estate office managing high-value sales, leasing, marketing, and exclusive community events. Qualifications:<ul><li>Previous experience in real estate office administration, luxury hospitality, or executive support.</li><li>Strong organizational, time management, and multi-tasking skills.</li><li>Proficiency with Microsoft Office Suite, Google Workspace, CRM systems, and transaction software.</li><li>Professional appearance and polished communication skills.</li><li>Ability to work independently, exercise discretion, and maintain confidentiality.</li><li>Marketing and design skills (e.g., Canva, Adobe, or similar platforms).</li><li>Licensed real estate agent is a plus.</li></ul>Personal Attributes:<ul><li>Proactive and solutions-oriented.</li><li>Highly detail-driven with strong follow-through.</li><li>Team-oriented but capable of working independently.</li><li>Confident, approachable, and professional in appearance and demeanor.</li><li>Passion for luxury real estate and client service excellence.</li></ul>Duties and Responsibilities:Transaction & File Management<ul><li>Maintain compliance-ready transaction files from listing to close.</li><li>Track escrow timelines, disclosures, and required documents.</li><li>Manage leasing portfolio, listings, and contracts.</li><li>Maintain and update a Google Docs timeline for the lease listings portfolio, clearly noting monthly availability for each property.</li></ul>Business Operations & Finance<ul><li>Prepare and track commission reports, invoices, and expense reports.</li><li>Coordinate weekly Open Houses:<ul><li>Schedule and input days/times into the MLS.</li><li>Advertise through Constant Contact, Facebook, and Instagram.</li><li>Manage logistics with agents, guard gate, and placement of open house signs.</li></ul></li><li>Manage and maintain inventory of For Sale, Open House, and For Lease signs, ensuring proper signage and lockboxes are available at all times.</li><li>Keep inventory of listing brochures and marketing materials.</li><li>Maintain a clean and organized office environment daily.</li><li>Assist with financial oversight, budgets, and vendor payments.</li><li>Maintain proper check-in, logging, and accounting for any lease checks received at the office.</li><li>Maintain accurate records for accounting, vendors, and reporting.</li></ul>Marketing & Communications<ul><li>Create, design, and distribute postcards, flyers, and digital marketing collateral.</li><li>Manage mailing lists and coordinate direct-mail campaigns.</li><li>Coordinate and execute team-sponsored events, including planning, logistics, vendor communication, and on-site management.</li><li>Ensure brand consistency across all marketing channels and community presence.</li></ul>Office Management<ul><li>Oversee office supply inventory and maintain a highly organized supply room.</li><li>Manage phone calls, front desk inquiries, and visitor reception.</li><li>Organize and document weekly office team meetings.</li><li>Promote a professional, positive, and collaborative office culture.</li><li>Maintain strong professional relationships with Club and HOA management.</li></ul>Agent & Staff Support<ul><li>Provide onboarding support for new agents, including systems setup and training.</li><li>Serve as the first point of contact for agent and client needs.</li><li>Anticipate and address future operational needs/issues and report to management.</li><li>Assist with property inventory, termite inspections, and repair coordination with vendors.</li><li>Support agents with client reviews and service follow-up.</li></ul> Full-timePay = $27

Proper Solutions

Executive Operations Assistant

Accounting

Administrative Skills

Adobe Product Family

Billing

Budget Management

Business Operations

Channel Marketing

Communication Skills

Customer Support/Service

Detail Oriented

Direct Mail

Event Management

Executive Assistant Skills 

Expense Reports

File Management

Finance

Financial Management

Flyers

Follow Through

Google Apps

Inventory Management

Leasing

Logistics

Logistics Management

Mail Processing

Maintain Compliance

Marketing

Marketing Communications

Marketing/Sales Collateral

Multitasking

Office Management

Online Marketing

Operations

Organizational Skills

Real Estate

Real Estate Sales

Record Keeping

Sales

Telephone Skills

Time Management

Transaction Processing/Management

HaleyMarketing

OTHER

Posted Total Compensation : The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including, but not limited to, skill sets, experience, education and training, licensure and certifications, and other business and organizational needs. May compose and type correspondence, relay confidential information, gather and interpret information to develop reports and maintain departmental files, assist in monitoring departmental budgets, and screen visitors and telephone calls.

HOUR

Overview:
Administrative Assistant -  Join our world-class team of driven, passionate healthcare professionals who are focused on service excellence and providing top quality care!  Rehabilitation Hospital of Southern California – Rancho Mirage, CA Rehabilitation Hospital of Southern California, located in Rancho Mirage, CA, is a premier inpatient rehab facility serving patients throughout the Coachella Valley and Southern California region. We provide intensive rehabilitative care for individuals recovering from strokes, brain and spinal cord injuries, orthopedic surgeries, and other serious conditions. Our experienced rehabilitation team delivers comprehensive therapies – from advanced physical and occupational therapy to specialized neurological rehabilitation – all in a warm, supportive environment. The hospital features state-of-the-art equipment and individualized care plans to help patients reach their recovery goals. Accredited by The Joint Commission, the Rehabilitation Hospital of Southern California is committed to exceptional patient outcomes and compassionate care. As a participating hospital of Ernest Health, we offer robust recognition, wellness, and retention programs.  These programs focus to enhance the employees’ work experience, recognize, and celebrate achievements.  We also encourage employees to share their work experience through “My Ernest Journey” and through our Engagement Survey, where our approach is “You Spoke, We Listened”.  These platforms provide additional avenues for employees to give feedback about their work experience and share what is important to them. We are seeking an Administrative Assistant to join our team of passionate patient caregivers! Our hospital offers comprehensive benefits, designed to support your health and financial well-being. Benefits:<ul><li style="font-size:11pt;font-family:'aptos'">PPO and High Deductible Medical Plan options</li><li style="font-size:11pt;font-family:'aptos'">Flexible Spending and Health Savings Account options available</li><li style="font-size:11pt;font-family:'aptos'">Dental and Vision coverage</li><li style="font-size:11pt;font-family:'aptos'">401K with employer matching</li><li style="font-size:11pt;font-family:'aptos'">Life insurance</li><li style="font-size:11pt;font-family:'aptos'">Short-and-long term disability</li></ul>Wellness & Work Life Balance:<ul><li style="font-size:11pt;font-family:'aptos'">Employee Assistance Program</li><li style="font-size:11pt;font-family:'aptos'">Wellness Program with quarterly wellness challenges with participation incentives</li><li style="font-size:11pt;font-family:'aptos'">Earned Time Off - start accruing vacation time on start date</li></ul>

Qualifications:
Required Skills:<ul><li style="margin-left:0.3in">Two years’ experience as an administrative assistant at executive level or executive secretarial level in a hospital administrative environment preferred.</li><li style="margin-left:0.3in">OR any equivalent combination of education and experience.</li></ul> Additional Qualifications/Skills:<ul><li style="margin-left:0.3in">Demonstrates general computer skills including: data entry, word processing, email, and record management.</li><li style="margin-left:0.3in">Effective organizational and time management skills.</li><li style="margin-left:0.3in">Effective written and verbal communication skills.</li><li style="margin-left:0.3in">Ability to maintain quality and safety standards.</li><li style="margin-left:0.3in">Ability to maintain proper levels of confidentiality.</li><li style="margin-left:0.3in">Ability to work closely and professionally with others.</li></ul> 

Responsibilities:
Responsible for varied secretarial/administrative duties primarily for executive management. May compose and type correspondence, relay confidential information, gather and interpret information to develop reports and maintain departmental files, assist in monitoring departmental budgets, and screen visitors and telephone calls.  Integrates the hospital’s mission and “Guiding Principles” into daily practice.

Posted Total Compensation :
The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including, but not limited to, skill sets, experience, education and training, licensure and certifications, and other business and organizational needs.  It’s not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case.  A reasonable estimate of the current range is $

Minimum Salary:
USD $26.40/Hr.

Maximum Salary:
USD $32.01/Hr.

Ernest Health

Administrative Assistant

Cerebral Vascular Accident

Computer Skills

Data Entry

Email Management/Administration

Employee Assistance Plan

File Maintenance

Health Plan

Healthcare

Hospital

Hospital Administration

Intensive Care

Life Insurance

Orthopedic Surgery

Preferred Provider Organization (PPO)

Presentation/Verbal Skills

Quality Management

Reporting Skills

Retention Programs

Safety Standards

Spinal Cord Injury

The Joint Commission (TJC)

Word Processing

Writing Skills

[AW]-iCims

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Executive Operations AssistantProper Solutions

Administrative AssistantErnest Health

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