Real Estate Executive Assistant

Company: Your Home Sold Guaranteed Realty Services
Location: Westbury
Posted on: May 4, 2025

Job Description:

We're looking for a licensed assistant with real estate experience who doesn't just handle chaos-they organize it, color-code it, and make it look effortless. If you've ever been an assistant, transaction coordinator, or even an agent yourself, and secretly (or not so secretly) loved making checklists, keeping everything on track, and being the glue that holds it all together-this might be exactly your lane.



This isn't your average assistant role. You won't be fetching coffee or doing data entry all day. You'll be working directly with Sue, one of the top 2% of agents out of 24,000+ on Long Island, managing active listings, client communications, and the behind-the-scenes machine that makes a high-performing real estate business run. It'll be fast-paced, but if you're someone who thrives in a high-energy, team-first environment where your work actually matters, you'll love it here.



Maybe you've tried being a full-time agent, but cold calling and working for free chasing not-so-serious buyers wasn't for you. You still love the industry, but you want more stability, more structure, and a role where your contributions drive results (without having to hustle for leads). That's the energy we're looking for.



Whether you're an admin powerhouse who wants to be an irreplaceable right hand, or a detail-oriented agent ready to step into a more systems-focused role, this is your chance to own the backend of a top-tier real estate operation-and grow with us while doing it.



You'll split your time between our Farmingdale and Fire Island offices, so yes, you'll need reliable transportation and a go-with-the-flow attitude. (Bonus: ferry rides and beach views are part of the deal.)



This is a hybrid role-some days you'll be working from home, other days you'll be out and about. You might find yourself driving to appointments, dropping off signage, or heading into the office to support the team. It all depends on what Sue (or the business) needs that day, so flexibility is key.

Responsibilities:
--- You'll be Sue's go-to partner: Think of yourself as the calm in the chaos. You'll manage paperwork, deadlines, and client updates across multiple transactions. If you're the type who gets a thrill from color-coded Google Sheets and knowing exactly what's happening with every deal, you'll thrive here.
--- Own our marketing with heart: From heartfelt handwritten notes to mailers that people actually open, you'll help us stay top of mind and in front of the right people.
--- You'll make stuff happen - fast: Whether it's picking up signage, printing flyers, recording videos of Sue to grow our brand, or helping prep an open house on a Sunday, you'll be the one making it all look effortless.
--- You'll be the friendly face people remember: When clients or agents walk into our Fire Island office or give us a ring, you'll be the one they meet first. Your warmth and professionalism set the tone, and you'll build real relationships that matter.
--- Run our systems like a boss: Follow-Up Boss (our real estate database) and Click-up (our listing management site) will become your best friend. You'll keep it updated with notes, tags, and timelines, so no lead, client, or agent ever falls through the cracks.
--- You'll own the entire process from client to closing: From compliance uploads and marketing to open house planning and client prep, you'll be involved (and in charge) of it all.
--- You'll support Sue's buyers on the ground: Support Sue (and her clients) by booking showings, attending tours, and helping them get one step closer to their dream home.
--- You'll be the team's behind-the-scenes hero: Agents will turn to you with questions (Where do I upload this? How do I send that contract?) and you'll be the calm, confident person who always has the answer-or knows how to find it.
--- All Things Random: Need to pick up plants at Home Depot for a flip project? Wait on hold with Verizon for two hours while sipping iced coffee? Swing by a rental property to grab a check or meet a contractor? You're already on it. You'll help manage pieces of Sue's real estate investment portfolio.

Qualifications:
You're the kind of person who lives for a well-run system, loves making other people's lives easier, and finds joy in being the reliable one - the behind-the-scenes force that keeps everything moving.

You'll love this job if you are:
--- Obsessed with real estate AND you're a licensed real estate agent (or plan on getting your license)
--- Experienced in real estate operations, admin, or coordination: Maybe you've been an assistant, transaction coordinator, or even an agent yourself.
--- A wizard with digital tools: Follow-Up Boss, MLS, Canva, Click-up, Google Drive--- you know the drill, and you can teach yourself.
--- A self-starter who thrives on autonomy: You don't wait for direction. You see it, solve it, and move on to the next thing. There is no formal training. You need to have a figure-it-out attitude.
--- A warm, friendly human: You're approachable and kind, but with just the right amount of humor to keep things fun.
--- Committed to excellence: You care deeply about doing great work, but you're also grounded, real, and easy to be around.
--- Able to shift gears fast: You can juggle a million things without losing your cool (or your to-do list).


You NEED to be:
--- Available on weekends: real estate doesn't rest, and neither do we (at least not until the deals are closed).
--- Physically up for the adventure: You can lift at least 10 lbs, set up Open House signs like a pro, climb flights of stairs for Sue's buyers without losing your breath, and have enough energy to run errands all day (yes, including biking around Fire Island). You'll definitely get your steps in-and then some.
--- A problem-solver at heart: You don't wait around. You Google it. You ask Chat GPT. You YouTube it. You figure it out. You're resourceful and proud of it.
--- Obsessed with staying organized: Your spreadsheets are color-coded, your calendar has backup reminders, and chaos actually gives you life--- because it's just another thing you can organize.
--- Love talking to people and helping others: You enjoy chatting with clients or agents and aren't afraid to call, follow up, or soothe a stressed-out agent or client. Bonus points if you have the patience of a saint (because let's be honest, sometimes you'll need it).
--- Comfortable taking initiative: When Sue and Sydney are buried in contracts, calls, and chaos, you step in and keep the ship sailing. No babysitting required.
--- The calm one in the group text: When things get wild (and they will), you're the cool-headed, "I got this" kind of energy that keeps the team grounded.
--- Independent but not afraid to ask for help: You're self-sufficient, but you're smart enough to raise your hand when needed.


And heads up: From June to September, you'll be spending a few days a week in Fire Island (yes, that means ferry rides and salt air-it's dreamy, we promise).
And no 9-to-5 energy here - we're about ownership and results, not clock-watching.

If you're someone who loves solving problems, being the backbone of a powerhouse team, and learning the behind-the-scenes of what it takes to build a top 2% real estate business, this role was made for you.

About Company:
Hi! We're Susan and Sydney McCoy a powerhouse mother-daughter duo behind two top Long Island brands: Your Home Sold Guaranteed Realty in Farmingdale and Luxury Fire Island Homes. We're not your average real estate team. We're known for our innovative systems, standout client service, and heart-led mission to guide people through major life transitions.



With over 50 years of combined experience and a shelf full of Top Agent awards, we're proud to be ranked in the top 2% of agents on Long Island. Our secret? Custom-built systems like our Guaranteed Sale Program, Multiple Cash Offer System, and Probate Solutions that deliver fast, stress-free results.

We're growing fast and that's where you come in.



This year, we're aiming for 100 transactions. We need someone sharp, organized, and ready to support her day-to-day: managing calendars, client communication, paperwork, and projects.



If you're looking for a role where you'll grow, be trusted, and make an impact -let's talk

Keywords: Your Home Sold Guaranteed Realty Services, Hempstead , Real Estate Executive Assistant, Other , Westbury, New York