Are you a hard-working, detail-oriented professional who thrives on systems, processes, and staying organized? Do you enjoy a fast-paced environment where there’s always something to accomplish and satisfaction in checking off your to-do list? Are you a self-starter who adapts quickly, solves problems proactively, and is motivated to succeed? If you’re ready to step into the dynamic world of real estate, we’d love to connect with you.

A top-ranking real estate team in the Philadelphia area is seeking an Administrative Assistant to play a key role in supporting the team’s continued growth. In this position, you will help streamline operations and manage day-to-day administrative responsibilities, allowing the lead agent to focus more on serving clients and closing sales. The right person will go above and beyond to support the team through creative marketing initiatives, strong client communication, referral generation, and exceptional customer service.

While a background in real estate is preferred, it is not required. What matters most is a demonstrated ability to create, implement, and manage effective systems and procedures within a professional office environment. The ideal candidate brings a strong sense of urgency, enjoys staying organized, and takes ownership of their responsibilities. You should be comfortable working independently with minimal supervision, while also being eager to grow into increasing levels of responsibility and leadership within the team.

Compensation:

• Salary Range: $45,000 - $55,000
• Paid Time Off (PTO)
• Bonuses Considered
• Growth potential

This person's primary responsibilities include, but are not limited to:

• Assisting and supporting the owner in all business and personal areas that need attention.
• Maintaining and organizing all database management systems.
• Screening, prioritizing, and directing phone calls and emails, and distributing correspondence promptly.
• Handling requests and inquiries with a high level of professionalism and care.
• Scheduling and coordinating meetings, appointments, and important deadlines.
• Producing polished reports, presentations, and briefs as needed.
• Assisting clients and ensuring they receive an extraordinary, seamless experience from start to finish.
• Managing day-to-day office operations to keep things running smoothly.
• Tracking expenses accurately and helping create effective, organized budgets.
• Providing lead management support to ensure proper follow-up and organization.
• Marketing listings, the business, and the team through social media and other platforms.
• Creating and implementing marketing plans for each transaction.
• Developing a quarterly marketing calendar that includes social media, email campaigns, mailers, seasonal items, and annual events.
• Implementing systems to manage end-to-end processes; streamlining workflows, documenting procedures, and identifying new areas for improvement.
• Coordinating transactions—communicating upcoming deadlines, managing checklists, and ensuring every step of the process is completed accurately.
• Guiding clients through the closing process with clarity and confidence.
• (Eventually) Assisting with hiring, training, and holding team members accountable.
• This person will love checklists, “to-do” lists, paperwork, and email—and will thrive on getting things done the right way.

• Outstanding organization.
• Strong attention to detail.
• Tech savvy; up-to-date with the latest office gadgets and applications, and able to navigate new systems quickly.
• Able to multitask and prioritize daily workload - can work on multiple projects at once.
• Able to work independently to support a team and appropriately manage time.
• Excellent verbal and written communication skills, extremely responsive, and always prompt.
• Strong problem-solving abilities.
• Discretion and confidentiality.
• Customer service focus.
• College degree and social media experience preferred.
• Comfortable handling strong personalities.
• This person must have a CAN and WILL DO attitude. This person will do anything and everything they need to in order to free their agent up to sell.

Clay Shaffer is a dedicated real estate professional with Compass, serving the Philadelphia market with a strong focus on client experience, precision, and results. For the past 4 years, Clay has been recognized by Philadelphia Magazine as a Top Real Estate Producer in Philadelphia. With a background in managing multi-unit operations, Clay brings a high level of organization, attention to detail, and a client-first mindset to every transaction. His energy, local market knowledge, and commitment to excellence help ensure each client receives a smooth and supportive real estate experience. This role will directly support Clay and his growing business as he continues to elevate the level of service offered to buyers, sellers, and renters across the region.