Job Description
Job Description
We’re seeking a full-time Executive Assistant to support the CEO/Team Leader of The Rubin Team, one of Douglas Elliman’s top-performing Manhattan real estate teams. This role is ideal for a highly organized, proactive professional who thrives on managing details, anticipating needs, and keeping a fast-paced executive on track.
You’ll serve as the operational backbone of the CEO/Team Leader’s day-to-day managing priorities, calendars, follow-ups, and the countless micro-details that ensure the business runs smoothly. If you’re detail-oriented, calm under pressure, and take pride in being indispensable, we’d love to meet you.
Why You’ll Love This Role
You’ll work directly with the CEO / Team Leader of a high-performing Manhattan real estate team and play a critical role in keeping the business running efficiently. This is a trusted, high-impact position where your organization, foresight and execution directly influence the team’s success and growth.
Schedule: Full Time (Fully In-Person) | Manhattan, NYC
Compensation: $65,000 – $90,000 yearly + bonus potential
Compensation:
$65,000 - $90,000 yearly
Responsibilities:
Executive & Calendar Management
- Manage the CEO/Team Leader’s daily, weekly, and long-term calendar
- Prioritize meetings, appointments, and deadlines to maximize efficiency
- Prepare daily agendas and briefing notes
- Anticipate conflicts and proactively adjust schedules
- Track follow-ups and ensure action items are completed
Task & Priority Management
- Own and manage the CEO / Team Leader’s to-do list across multiple initiatives
- Break large projects into actionable steps and timelines
- Track deadlines, deliverables, and recurring responsibilities
- Follow up with internal team members and external partners to ensure completion
Communication & Inbox Management
- Manage and triage the email inbox and messages
- Draft, edit, and respond to emails on behalf of the CEO / Team Leader when appropriate
- Ensure important communications are flagged, organized, and addressed promptly
- Act as a gatekeeper while maintaining professionalism and warmth
Operational & Administrative Support
- Prepare documents, reports, and internal summaries
- Maintain organized digital files and systems
- Assist with listing-related administrative tasks and paperwork coordination
- Support CRM updates and internal systems as needed
Team & Business Coordination
- Liaise between the CEO / Team Leader and team members to keep projects moving
- Coordinate meetings, events, and internal check-ins
- Help enforce systems, processes, and accountability across the team
- Support special projects and growth initiatives
Qualifications:
What We’re Looking For
- 3+ years of experience as an Executive Assistant, Operations Manager, or similar role
- Exceptional organizational and time-management skills
- Strong written and verbal communication abilities
- Close attention to detail and follow-through
- Ability to manage multiple priorities in a fast-paced environment
- Discretion, professionalism, and trustworthiness
- Proactive, solutions-oriented mindset
- A valid Real Estate License is required for this job
Preferred (Not Required) Tools
- Experience in real estate or supporting high-level executives is a plus, but not required
- New York Real Estate License
- Google Workspace (Gmail, Calendar, Docs, Sheets)
- Asana, Monday, Notion, or task management tools
- CRM systems (real estate CRM experience is a bonus)
- Slack or team communication platforms
About Company
Why Join Us?
- A Leader in NYC Real Estate: Douglas Elliman is the largest real estate brokerage in New York City, and The Rubin Team is one of its top-performing teams.
- Direct Access & Impact: Work closely with leadership and be deeply involved in the business’s daily and long-term success.
- Culture of Excellence: We value accountability, professionalism, and continuous improvement while supporting one another and celebrating wins.
If you’re ready to be a key player behind the scenes of a top NYC real estate team and thrive in a role where details matter, we’d love to hear from you. Apply today and start your next chapter with The Rubin Team at Douglas Elliman.