Executive Assistant to Principal – Sales

Position: Executive Assistant to Principal – Sales

Reports to: Principal / Selling Principal

Location: Sydney

Industry: Real Estate – Residential Sales

Employment Type: Full-time

About the Role

We are seeking a highly organised, proactive and qualified Executive Assistant to the Principal – Sales to provide high-level administrative, operational and client support to the Principal.

This is a quick-paced role suited to someone who understands the demands of residential real estate and enjoys working closely with a high-performing sales principal.

The successful candidate will play a key role in keeping the Principal organised and allowing him to focus on vendor relationships, listings, buyer negotiations, business development and sales performance.

Key ResponsibilitiesExecutive Support

- Manage the Principal's daily calendar, appointments and meetings.
- Coordinate inspections, appointments, vendor meetings and business meetings.
- Prepare daily and weekly schedules and ensure the Principal is fully prepared for appointments.
- Monitor emails, enquiries and correspondence and prioritise matters requiring the Principal's attention.
- Prepare agendas, meeting notes and follow-up actions.
- Assist with travel, events and other business arrangements when required.
- Maintain confidentiality when dealing with sensitive client and business information.

Sales & Listing Support
- Assist the Principal with the administration of new listings from appointment through to settlement.
- Prepare and coordinate listing documentation, agency agreements and sales paperwork.
- Coordinate photography, floor plans, copywriting, advertising and marketing campaigns.
- Prepare property information and marketing material for review by the Principal.
- Coordinate open homes, private inspections and buyer appointments.
- Maintain accurate records of listing activity, inspections, enquiries and buyer feedback.
- Assist with preparing vendor updates, campaign reports and sales proposals.
- Follow up outstanding documentation and action items with vendors, buyers, solicitors and other stakeholders.

Vendor & Buyer Communication
- Communicate professionally with vendors, buyers and other stakeholders on behalf of the Principal.
- Respond to routine enquiries and ensure enquiries are followed up promptly.




- Coordinate vendor communication before and after open homes.
- Assist with collecting and organising buyer feedback.
- Maintain strong relationships with clients and ensure a high level of customer service.
- Escalate important or sensitive matters to the Principal promptly.

Contract & Transaction Administration
- Assist with monitoring sales contracts from preparation through to exchange and settlement.
- Liaise with solicitors, conveyancers, brokers, buyers and vendors where appropriate.
- Maintain transaction checklists and ensure important deadlines are monitored.
- Follow up outstanding signatures, documents and settlement requirements.
- Keep the Principal updated on the progress of each transaction.

Marketing & Social Media Support
- Coordinate property marketing campaigns across relevant platforms.
- Assist with preparing social media content, property announcements, sold campaigns and promotional material.
- Coordinate marketing deadlines and ensure campaigns go live as scheduled.
- Assist with database and CRM updates.
- Maintain an organised library of property photos, marketing material and client information.

Business Development Support
- Assist the Principal with prospecting and follow-up activities.
- Maintain and update the Principal's database and CRM.
- Track potential listings, referrals and business opportunities.
- Assist with preparing proposals and presentations for prospective vendors.
- Follow up past clients and prospective clients as directed.
- Help maintain consistent communication with the Principal's professional network.

Key Skills & Experience The ideal candidate will have:
- Previous experience as an Executive Assistant, Personal Assistant, Sales Assistant, Sales Associate or similar role.
- Real estate experience is highly desirable.
- Excellent organisational and time-management skills.
- Strong written and verbal communication skills.
- High attention to detail.




- Ability to manage multiple priorities and deadlines.
- Strong computer and administrative skills.
- Experience with CRM systems and Microsoft Office/Google Workspace.
- Professional telephone and email manner.
- Ability to work independently and take initiative.
- Strong problem-solving and follow-up skills.
- High level of discretion and confidentiality.
- A genuine interest in residential property and real estate.

Personal Attributes We are looking for someone who is:
- Proactive – identifies what needs to be done rather than waiting to be asked.
- Organised – keeps the Principal, clients and campaigns on track.
- Reliable – follows through on commitments and deadlines.
- Professional – represents the Principal and business to a high standard.
- Detail-oriented – understands that small administrative errors can have significant consequences.
- Confident – comfortable communicating with vendors, buyers and professional advisers.
- Commercially minded – understands that the ultimate objective is to support listings, sales and business growth.
- Calm under pressure – able to manage a busy sales environment and changing priorities.
- Team-oriented – works effectively with sales, property management and administration teams.

What Success Looks Like Success in this role means the Principal can spend more time focusing on:
- Winning new listings
- Building vendor relationships
- Conducting appraisals
- Negotiating with buyers
- Managing sales campaigns
- Closing transactions
- Business development

while the EA ensures the administration, communication, scheduling, follow-up and coordination are handled efficiently and professionally.

Key Performance Areas

Performance will be measured through:

- Accuracy and organisation of the Principal's calendar and appointments
- Timely completion of administrative tasks
- Speed and quality of client follow-up
- Accuracy of listing and sales documentation
- Effective coordination of marketing campaigns
- CRM and database accuracy
- Follow-up of leads and business opportunities
- Vendor and buyer service levels
- Ability to anticipate the Principal's requirements
- Overall improvement in the Principal's productivity and efficiency

Pay: $64,966.28 – $95,000.00 per year

Work Location: In person

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