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Executive Assistant

Description
The Executive Assistant will play a key role in facilitating a range of office and administrative functions, and will work closely with the office Broker/Team Lead and operations team. This individual will oversee daily office activities including communications, scheduling, data gathering and reporting. This individual is a proactive professional with exceptional communication skills.


Key Responsibilities

  • Administrative Support
  • Assists with client communication on behalf of Broker/Team Lead.
  • Manage the Broker/Team Lead’s calendar, appointments and meetings.
  • Manages Broker/ Team Lead’s client database to ensure consistent client communication and comprehensive documentation.
  • Coordinates with Director of Operation and Broker/Team Lead to set and distribute biweekly team meeting agendas. 
  • Helps coordinate team trainings with local vendors and partners.
  • Assists with proofreading and editing to ensure consistent, complete and accurate written communications. 


Office Management

  • Screens and directs phone calls; distributes correspondence.
  • Orders office supplies.
  • Maintains office files and keeps documentation up to date.
  • Manages receipt files including scanning and uploading receipts to Google Drive.


Agent Support

  • Manages incoming lead distribution to agents, including reassigning leads, and documenting available information in the company database.
  • Works closely with operations team to prepare for Open Houses including printing of materials and coordinating with Lender and Title partners. 
  • Assists with coordinating closing gifts.
  • Assists with coordinating fuel prorations.
  • Manages Client Review process including tracking and compiling reviews and assisting the promotion of reviews received.


Marketing and Community Relations

  • Coordinates and tracks sponsorships and donations made to community organizations.
  • Coordinates quarterly newsletter - collaborates with operations team and Broker/Team Lead on content creation, manages distribution and reporting.
  • Assists with event planning for internal and external events hosted by O’Halloran Group.
  • Assists with O’Halloran Group’s Ultra 1k Annual Food Pantry Fundraiser.


Qualifications

  • Proficiency in Microsoft Office platforms including Microsoft Excel and Word
  • Prior experience working in CRM systems preferred.
  • Experience with Google Suite including Google Drive preferred.
  • Effective time management skills to prioritize tasks and manage multiple responsibilities efficiently.
  • Exceptional communication skills for positive client, partner, vendor, and team relations.
  • Knowledge of, or willingness to learn and become a knowledge expert on the Sunapee Region.
  • Must be able to handle confidential information and reports with discretion.
  • Occasional travel to conferences and training.


Schedule:
40 hours a week, Monday to Friday. Some nights and weekends on occasion.

Benefits
Health insurance
401k
Paid time off

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