Executive Assistant and Marketing Coordinator

Company Description

Christies International Real Estate - Victoria in South Yarra, VIC, is known for its stellar reputation and international connections through its affiliation with Christie's International Real Estate. As leaders in the local luxury market, we are part of an exclusive global network, providing unparalleled opportunities in the real estate industry.

Position Overview

We are seeking an accomplished Executive Assistant and Marketing Coordinator to support the Principal of our 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 our clients experience service of the highest calibre.

Key Responsibilities

Executive Support

• You will manage the Principal's diary and appointments.
• You will prepare presentations, proposals, vendor reports, and sales documentation.
• You will screen calls, emails, and correspondence, drafting responses where appropriate.
• You may be required to accompany and support the Principal during client meetings and business development activities.
• You will maintain the highest level of confidentiality with sensitive information.

Client & Stakeholder Management

• You will act as the first point of contact for high-profile clients and stakeholders.
• You will coordinate communication with buyers, vendors, solicitors, conveyancers, and service providers.
• You will ensure clients receive timely updates and an exceptional service throughout the sales process.

Property & Campaign Coordination

• You will oversee property marketing campaigns, including photography, videography, brochures, digital advertising and print media.
• You will be the first point of call for all suppliers and vendors to ensure campaigns launch on time
• You will coordinate open for inspections, private viewings, and high-profile auction events.
• You will ensure accuracy and compliance in listing documentation and contracts.
• You will manage the office's social presence, both via social media and communication with our internal database via EDMs.

Administration & Office Management

• You will manage CRM systems and client databases with accurate, up-to-date records.
• You will monitor deadlines, compliance requirements, and sales documentation.
• You will assist with budgeting, invoicing, and expense tracking.
• You will provide support with team communications, events, and corporate functions.

Accounting

• Manage invoicing, receipting, and accounts payable/receivable, ensuring accuracy and timeliness
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• 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

• Assisting the Project team with EDMs, capability statements, submission, social media and adhoc marketing tasks
• Weekly/monthly reporting
• 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, click Apply or send your resume and cover letter to Lauren