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Executive Assistant

Executive Assistant

Keller Williams Realty Boston NorthwestLexington, MA, US
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The Executive Assistant is the operational backbone of our team. This role involves managing the administrative aspects of both the listing and closing processes, maintaining communication with clients, agents, attorneys, and service providers, and ensuring every detail is executed flawlessly. This person relishes the opportunity to build, implement, and manage multiple systems with minimal supervision.

The Executive Assistant is deeply committed to completing tasks the right way with a high degree of quality, attention to detail, and consistent communication. This person has immense focus and can do one thing for a long time without getting distracted. The overriding marker of his / her behavior is persistence and stability.

The Executive Assistant is deeply committed to supporting the lead agent in achieving greater and greater levels of success, and to growing his / her own skills in developing into a supportive leader within the team. As the success of the team grows, this individual will be responsible for hiring, training, and leading additional team members to ensure all administrative tasks of the lead agent’s business continue to be completed to high standards with maximum efficiency.

Compensation : 68,000 - $79,000

Responsibilities : Listing Management :

  • Coordinate all pre-listing activities, including scheduling photography, staging, inspections, and contractors.
  • Prepare and manage listing documents and disclosures.
  • Enter and maintain property listings in MLS and other marketing platforms.
  • Ensure marketing materials (flyers, brochures, online posts) are accurate and distributed on schedule.

Transaction Coordination :

  • Manage all documentation from contract to close, ensuring deadlines are met.
  • Open files and coordinate communication with attorneys, lenders, co-op agents, and clients.
  • Track contingency deadlines (home inspection, appraisal, financing, etc.).
  • Schedule and confirm walkthroughs, closings, and other key appointments.
  • Maintain transaction checklists and ensure compliance with brokerage and state regulations.

    • Communication & Client Service :

  • Serve as the main point of contact for clients during active listings and under-contract phases.
  • Provide timely updates and ensure a smooth experience for buyers and sellers.
  • Resolve issues proactively and escalate as needed to agents or leadership.

    • Qualifications :

  • 3–5 years of administrative experience.
  • 2+ years of real estate experience preferred (administrative or coordinator roles).
  • Real estate license preferred.
  • Massachusetts real estate knowledge, with strong knowledge of MLS (MLSPIN), Dotloop, and CRM systems, is highly desirable.
  • Exceptional attention to detail and organizational skills.
  • Excellent written and verbal communication.
  • Ability to prioritize and handle multiple deadlines.
  • Friendly, professional demeanor with a client-first attitude.
  • Comfortable working in a fast-paced, deadline-driven team environment.
  • Tech-savvy and able to learn new platforms quickly.
  • Passionate about real estate and the client experience.
  • Exceptional organizational and project management abilities.
  • Learning based.

    • About Company

    At Keller Williams Realty Boston Northwest , we are driven by a passion for delivering an exceptional level of service to our associates and to their clients.

    Our culture is built on collaboration and integrity . Associates freely share their knowledge and talents, uphold the highest ethical standards, and support one another in pursuit of excellence. This distinctive environment empowers our professionals to grow their businesses, achieve extraordinary results, and consistently exceed expectations.

    Because of this steadfast commitment to values and performance , we continue to attract top talent across the real estate industry. Today, we are proud to be home to some of the most accomplished agents in the field—placing our brokerage among the top 1% of all brokerages nationwide .

    Keller Williams Realty is the world’s largest real estate company and is #1 in units and sales volume in the U.S. The company has cultivated an agent-centric, technology-driven, and education-based culture.

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    Executive Assistant • Lexington, MA, US