Executive Administrative Assistant - Real Estate

Westgate Resorts provides a diverse range of vacation experiences. From sandy beaches on the Atlantic Ocean to snow-covered Utah mountains, families can affordably experience the country's most desirable vacation destinations. A world leader in the timeshare and hospitality industry, Westgate has resorts in Florida, Tennessee, South Carolina, Missouri, Utah, Nevada, and Arizona. Westgate meets every vacation expectation, for every family, for every budget. As we continue growing, we will continue offering the best and most-affordable vacation options out there!

The Executive Admin will provide administrative support to our Real Estate Development team by overseeing essential administrative tasks, managing project coordination, and optimizing the utilization of company resources.

To perform this job successfully, an individual must be able to perform each essential duties and responsibilities satisfactorily. Additionally, the person must possess and adhere to the following core company values:

• Integrity
• Passion
• Work Ethic

Essential Duties and Responsibilities:

Administrative Support

• Manage phone calls and correspondence (e-mail, letters, packages, etc.).
• Prepare and distribute emails, memos, and forms.
• Maintain a filing system for important and confidential company documents.
• Update office policies as needed.

Asset Management

• Manage and track assets or project resources, ensuring compliance with company policies and regulatory requirements.
• Manage data for new and prospective clients, ensuring all communications are logged and information is accurate.
• Follow up on leads and conduct research to identify potential prospects for opportunities.
• Assist in data analysis, market research, and reporting to identify growth opportunities.

Client Interaction

• Assist clients needs via phone, email and text.
• Schedule and confirm appointments with clients.
• Handle client inquiries and provide information about properties and services.
• Initiating contact with property owners.

Transaction Coordination

• Assist in the preparation of listing and sales contracts.
• Coordinate property showings, open houses, and client meetings.
• Track and manage transaction timelines to ensure deadlines are met.

Marketing Support

• Assist in the creation and distribution of marketing materials.
• Manage social media accounts and online property listings.
• Coordinate and prepare for marketing events and open houses.

Database Management

• Maintain and update client databases and CRM systems.
• Track and manage leads through the database.
• Generate reports on sales activity and client interactions.

Financial Administration

• Handle basic bookkeeping tasks, such as invoicing and expense tracking.
• Assist in the preparation of financial reports and budgets.

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Experience:

• Must have background in real estate (preferably commercial) and/or real estate management experience.
• Must have administrative assistant experience.
• Proficient understanding of the real estate industry, specifically sales, asset management and/or development.
• Experience with sourcing property information using Reonomy or similar software.
• Experience social media management and basic graphic design tools (e.g. Canva).

Education & Certifications:

• Associate degree or equivalent professional experience.

Skills/Knowledge:

• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Proficient in MS Office and real estate CRM platforms.
• Ability to maintain confidentiality and professionalism in handling sensitive information.

Why Westgate?

• Comprehensive health benefits – medical, dental and vision
• Paid Time Off (PTO) – vacation, sick, and personal
• Paid Holidays
• 401K with generous company match
• Get access to your pay as you need it with our Daily Pay benefit
• Family benefits including pregnancy, and parental leave and adoption assistance
• Wellness Programs
• Flexible Spending Accounts
• Tuition Assistance
• Military Leave
• Employee Assistance Program (EAP)
• Life, Disability, Accident, Critical Illness & Hospital Insurance
• Pet Insurance
• Exclusive discounts for Team Member (i.e., hotels, cruise, resorts, restaurants, entertainment, etc.) 
• Advancement & development opportunities
• Community Involvement Programs

Westgate Resorts is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other protected status under federal, state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process, please email [email protected] with the job title and the location of the position for which you are applying.