In today’s fast-paced real estate environment, an Executive Assistant (EA) can be instrumental in managing operations, client communications, and team coordination. This article walks you through the entire hiring process, including strategies for hiring an EA, whether locally or offshore, as well as tips for posting the job, conducting assessments, evaluating the talent pool, and making a compelling offer.
1. Defining the EA Role for a Real Estate Brokerage
Start by outlining the specific needs of your brokerage. In real estate, an EA may handle client relations, manage calendars, support marketing efforts, and track transactions. Knowing exactly what your EA will do daily allows you to write a targeted job description and assess skills efficiently.
Key EA Responsibilities in Real Estate:
- Managing calendars and scheduling client calls or property viewings.
- Preparing client presentations and managing digital and physical paperwork.
- Coordinating with agents, clients, and vendors.
- Overseeing social media and other marketing tasks.
- Keeping track of transaction timelines and assisting with compliance.
2. Writing a Job Posting That Attracts the Right Candidates
When crafting your job ad, make sure it reflects your brokerage’s brand and values. Mention the skills and experience levels you’re seeking and highlight any unique benefits or perks that make working at your brokerage attractive.
Example LinkedIn Job Ad:
We’re looking for a detail-oriented, organized Executive Assistant to support our busy real estate team. Ideal candidates will have experience in real estate or a similar fast-paced industry, strong organizational and communication skills, and the ability to anticipate needs. Familiarity with real estate transaction software and social media marketing is a plus! Join us to work in a dynamic, collaborative environment where no two days are alike.
Use LinkedIn and other professional networks to reach candidates, and consider offshore job boards (such as Upwork, OnlineJobs.ph, or Virtual Staff Finder) if you’re open to remote or offshore hires.
3. Screening the Candidate Pool
After you post the job, you’ll likely receive many applications. An efficient way to handle this volume is to screen applications based on:
- Experience in administrative roles and, if possible, real estate or related fields.
- Skills such as time management, CRM familiarity, and customer service.
- Location (for on-site roles) or ability to work your time zone hours (for offshore roles).
- Soft Skills like communication, adaptability, and proactive problem-solving.
You can streamline this process with pre-screening questions or automated tools that filter candidates based on experience or skills.
4. Conducting Initial Interviews
Once you have a shortlist, start with short video interviews. This allows you to gauge communication skills, professionalism, and cultural fit. Ask questions that explore their experience in handling complex tasks, coordinating teams, and managing high-stakes projects. For example:
- “Can you tell me about a time you had to manage conflicting schedules or priorities?”
- “How do you handle communication with clients and agents to ensure everyone is informed and up-to-date?”
Assess their answers with an eye toward efficiency, professionalism, and alignment with your brokerage’s values.
5. Skills Assessments
The best candidates should complete a skills assessment tailored to the job requirements. Consider the following tests:
- Real Estate CRM Skills: If you use software like Follow Up Boss, Salesforce, or Dotloop, ask the candidate to demonstrate proficiency or provide scenarios for managing a CRM.
- Task Prioritization: Offer a scenario where they must prioritize tasks for the day, assessing their ability to handle real-world EA responsibilities.
- Technical Skills: For offshore candidates, ensure they’re adept at using collaboration tools (Slack, Zoom, Google Workspace, etc.), as seamless communication is essential in remote settings.
6. Interviewing Top Candidates
In the next interview round, go deeper into their work style, adaptability, and how they’ll add value to your team. This round should involve key stakeholders in your brokerage, like agents or department heads, to assess how well candidates would interact with team members.
Questions to ask:
- “What tools or systems have you implemented to improve productivity in your previous roles?”
- “How would you handle a situation where an agent needs urgent help with a transaction, but you’re balancing other priorities?”
7. Checking References and Background
Reference checks are essential for any role that demands trust and confidentiality. If hiring offshore, this can be done through local agencies or online platforms that provide these services. Ask references about the candidate’s work ethic, reliability, and communication skills to confirm your assessment.
8. Making a Competitive Offer
Once you’ve found the perfect candidate, make a compelling offer that respects their experience and aligns with your budget. An offer should include:
- Salary or hourly rate: Make sure it’s competitive for the role and location.
- Benefits: Highlight perks like paid time off, flexibility, and any other benefits that set your brokerage apart.
- Growth Opportunities: Emphasize career development, such as training opportunities or paths for promotion, which can be particularly motivating for ambitious EAs.
9. Onboarding Your New EA
The final stage is onboarding, which is crucial for setting expectations and helping your EA become a valuable asset to the team. In the first few weeks:
- Provide comprehensive training on any real estate software and CRM tools they’ll use.
- Introduce them to your processes for transaction management, communication, and reporting.
- Schedule regular check-ins during the first month to answer questions, provide feedback, and ensure a smooth transition.
By following this thorough, structured approach, you’ll not only find an EA with the right skill set but also one who’s ready to grow with your brokerage. Whether hiring locally or offshore, investing time and effort into each of these steps ensures a smoother hiring process and a long-lasting, successful partnership with your new EA.