Real Estate Administrative Assistant

About the Role

Upward On is partnering with a top-producing luxury real estate team in Miami to identify an exceptional Senior Executive Assistant. This role will serve as a trusted right hand to a highly successful real estate professional specializing in multimillion-dollar residences, waterfront properties, and luxury penthouses. The ideal candidate is a polished, proactive, and highly organized professional who thrives in a fast-paced, high-performance environment.

Key Responsibilities

Executive Support & Operations

• Manage a busy executive calendar, appointments, property showings, meetings, and daily priorities.
• Anticipate needs, identify potential challenges, and proactively implement solutions.
• Prepare daily agendas, track action items, and ensure timely follow-through.
• Coordinate across internal team members, ensuring accountability and efficiency.
• Streamline processes and create structure to support continued business growth.

Luxury Client Relations

• Serve as a professional and responsive point of contact for high-net-worth clients, property owners, and industry partners.
• Provide proactive updates regarding showings, buyer feedback, marketing activities, and listing progress.
• Coordinate client requests and ensure an exceptional level of service and attention to detail.
• Maintain consistent communication and follow-up with agents, buyers, and sellers.

CRM & Business Development Support

• Maintain and manage client databases and lead activity within Follow Up Boss.
• Organize incoming inquiries, track prospects, and coordinate follow-up activities.
• Monitor outstanding opportunities and ensure timely communication with prospective clients.
• Support business development initiatives through effective organization and relationship management.

Team & Transaction Coordination

• Collaborate with agents, transaction coordinators, marketing professionals, attorneys, and vendors.
• Track important deadlines, deliverables, and ongoing projects.
• Assist with listing preparation, property visits, and operational needs.
• Ensure delegated tasks and projects are completed accurately and on schedule.

Qualifications

• Prior experience supporting a top-producing real estate professional, luxury brokerage team, or senior executive is a must.
• Experience in Miami's luxury residential real estate market is highly desirable.
• Exceptional organizational skills with the ability to manage competing priorities.
• Strong written and verbal communication skills, with a polished and professional presence.
• Confidence interacting with high-net-worth individuals and discerning clientele.
• Proficiency in Follow Up Boss, Matrix MLS, Google Workspace, and related CRM platforms.
• Strong problem-solving skills and the ability to exercise independent judgment.
• High level of discretion, confidentiality, and professionalism.
• Reliable transportation and flexibility to travel locally as needed.

Ideal Candidate Traits

• Takes initiative and doesn't wait to be told what needs to be done.
• Thinks two steps ahead and anticipates the executive's needs.
• Takes full ownership of responsibilities and follows through to completion.
• Thrives in a dynamic, fast-moving luxury real estate environment.
• Communicates confidently and professionally with clients and colleagues.
• Brings structure, efficiency, and accountability to daily operations.
• Understands the importance of discretion, responsiveness, and exceptional client service.

Schedule & Compensation

• Monday–Friday | 10:00 AM–6:00 PM
• Flexibility outside standard business hours as needed
• Weekend availability is a strong plus
• Competitive compensation commensurate with experience
• Year-end performance bonus