Executive Assistant and Marketing Coordinator

4 weeks ago

Melbourne, Victoria, Australia Christie's International Real Estate - Victoria Full time
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
    • Manage the Principal's diary and appointments.
    • Prepare presentations, proposals, vendor reports, and sales documentation.
    • Screen calls, emails, and correspondence, drafting responses where appropriate.
    • Accompany and support the Principal during client meetings and business development activities.
    • Maintain the highest level of confidentiality with sensitive information.
  • Client & Stakeholder Management
    • Act as the first point of contact for high-profile clients and stakeholders.
    • Coordinate communication with buyers, vendors, solicitors, conveyancers, and service providers.
    • Ensure clients receive timely updates and an exceptional service throughout the sales process.
  • Property & Campaign Coordination
    • Oversee property marketing campaigns, including photography, videography, brochures, digital advertising and print media.
    • Be the first point of contact for suppliers and vendors to ensure campaigns launch on time.
    • Coordinate open for inspections, private viewings, and high-profile auction events.
    • Ensure accuracy and compliance in listing documentation and contracts.
    • Manage the office's social presence and EDM communications with the internal database.
  • Administration & Office Management
    • Manage CRM systems and client databases with accurate, up-to-date records.
    • Monitor deadlines, compliance requirements, and sales documentation.
    • Assist with budgeting, invoicing, and expense tracking.
    • Support team communications, events, and corporate functions.
  • Accounting
    • Manage invoicing, receipting, and accounts payable/receivable, ensuring accuracy and timeliness.
    • Oversee monthly accounting duties, including reconciliation of campaign expenses and budget tracking.
    • Prepare clear financial reports and liaise with stakeholders to resolve account queries efficiently.
  • Project Marketing
    • Assist the Project team with EDMs, capability statements, submissions, social media, and adhoc marketing tasks.
    • 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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