Careers

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

Meet the O'Halloran Group Team!