Real Estate Executive Assistant

We are hiring a highly organized, proactive Executive Assistant to support Kathy Congdon and help manage the team’s listings, marketing, client communication, and administrative systems. This is not a traditional assistant role where every task is assigned step by step. We need someone who can see what needs to happen, take ownership, catch mistakes, solve problems, and follow work through to completion. The Executive Assistant will serve as a key point of coordination between Kathy, the Director of Sales, the operations team, agents, clients, vendors, and virtual marketing support. The role will initially focus heavily on listing management, but the right person will have the opportunity to grow in responsibility as the team expands. Position: Full\-time Compensation: $50,000 to $60,000 annually, based on experience and qualifications Schedule: Monday through Friday, 9:00 a.m. to 5:00 p.m. Location: In\-office at 35095 U.S. 19 North, Suite 100, Palm Harbor, FL 34685 Work arrangement: This is not a remote or hybrid position Additional expectations: Occasional schedule flexibility or participation in client and team events may be needed The team currently manages approximately four to six new listings each month, with an average of fourteen to fifteen active listings. This person will help create the organization and capacity needed to support continued growth. What Success Looks Like --------------------------- A successful Executive Assistant will become the person the team can rely on to keep listings, communication, and marketing moving forward accurately and on time. You will be successful in this role when: Listings launch without preventable errors Clients receive timely and thoughtful communication Kathy’s email and priorities are organized Vendors and agents receive consistent follow\-up Marketing materials are accurate and ready when needed Problems are identified early and addressed with practical solutions The team spends less time correcting mistakes, searching for information, or following up on unfinished work The Right Person for This Role ---------------------------------- You may be a strong fit if you enjoy being the person behind the scenes who keeps everything moving. You notice details other people miss, take pride in completing work correctly, and do not need constant direction to remain productive. You are also comfortable working with fast\-paced leaders who communicate directly and expect accountability. You can receive feedback, make adjustments, and move forward without taking it personally. This role may not be a fit for someone who prefers remote work, needs a highly predictable workload, or is uncomfortable making routine decisions independently. Growth Opportunity ---------------------- This position is being hired to support the team’s next stage of growth, not simply to replace a former employee. The right person will have the opportunity to expand their knowledge of real estate operations, listing management, marketing, technology, and team leadership. The team is open to supporting relevant professional development, including training in AI tools, digital marketing and real estate licensing. Compensation: $50,000 \- $60,000 yearly Responsibilities: Manage Kathy’s listings from the signed listing agreement through contract, including timelines, checklists, MLS entry, and listing\-launch coordination. Verify that listing information is accurate and successfully syndicated to Zillow, Realtor.com, KW Command and other applicable platforms. Coordinate photography, videography, signage, lockboxes, brochures, flyers, open houses and other listing\-related vendors and materials. Monitor Kathy’s email, track important follow\-ups, organize priorities and help ensure that commitments and deadlines are not missed. Communicate with clients, agents and vendors, including gathering showing feedback and preparing timely seller updates. Coordinate listing and team marketing, work with virtual marketing support, review materials before publication, and assist with digital advertising. Organize Google Drive, Canva templates, client resources, and internal systems while identifying opportunities to improve efficiency and accuracy. Qualifications: Exceptional organization, attention to detail, and ability to manage several priorities without losing track of deadlines. Strong ownership and follow\-through, with the ability to complete work without repeated reminders or unnecessary approval. Professional written and verbal communication skills, including confidence speaking with clients, agents and vendors. Sound judgment and problem\-solving ability, with a habit of bringing recommendations and solutions to leadership. Comfort learning and using technology, including CRMs, Google Workspace, Canva, digital marketing tools and AI platforms. Previous experience in real estate, title, mortgage, insurance, home warranty, executive support, or another fast\-paced client\-service environment. * Florida real estate license preferred, or willingness to obtain a license after joining the team. About Company Kathy Congdon Homes SOLD Team is an established residential real estate team serving the Tampa Bay area from Palm Harbor, Florida. Led by Kathy Congdon, a Realtor with more than 20 years of experience, the team has built its business through expert guidance, personalized service, repeat clients, and referrals. Our mission is to make every real estate experience feel personal, empowering and memorable. We value integrity, excellence, empathy, appreciation and a resolution\-focused approach. As our team continues to grow, we are looking for professionals who care about doing excellent work, supporting others and creating a client experience people remember.