Office Administrator & Marketing Assistant

Westside Estate Agency | Beverly Hills, CA | Full-time, in office | Local candidates only
Westside Estate Agency is one of Southern California's leading luxury real estate brokerages, founded by Stephen Shapiro and Kurt Rappaport. Our agents represent many of the most significant homes in Beverly Hills, Bel Air, Holmby Hills, Malibu and across the Westside. We are a boutique, high-touch firm where discretion, polish and attention to detail matter in everything we do.
We are looking for an organized, savvy, and proactive Office Administrator with marketing experience to help keep our offices running smoothly. This role is a key hub for the company. You'll make hands‑on contributions supporting our agents, leaders, brand, and daily operations across listings, MLS updates, reports/data, transactions, sales, social media, print collateral, website, marketing, and clerical work. This role suits someone who enjoys variety, moves comfortably between the front desk and marketing, and has a keen eye for detail.
This is an in‑office position in Beverly Hills. We are considering local candidates only, and relocation assistance is not available. Key Responsibilities Manage the front desk: greet clients and guests, answer and route calls, handle mail and deliveries with discretion
Keep the office running day to day: inventory tracking, supply ordering, vendor coordination, equipment updates, IT issues, and facilities requests
Coordinate calendars, meetings and conference room bookings for leadership and agents
Onboard new agents: workspace setup, email and system access, welcome materials and orientation
Maintain files, transaction paperwork, commission breakdowns, and records in an organized, confidential way
Process invoices and expense reports, and provide basic bookkeeping support to the accounting team
Help plan office events, client appreciation events and broker previews
Order listing sign ups/downs with the sign vendor, and order new signs for agents as required
Work in tandem with the Director of Marketing to support key areas: Prepare listing and Open House marketing materials: print collateral, flyers, email blasts, and presentation decks
Assist with developing creative assets for social media, print, listings, sales, and agents
Draft social media posts for WEA's channels, with a strong focus on LinkedIn, and help agents develop their own accounts
Draft stories and reels that promote our brand, listings and Open Houses
Update listings, agent bios, blog posts and other content on the company website as needed
Keep brand standards consistent across print, digital, public relations, and signage
Track marketing requests, prioritize them, and report on any developments and/or gaps
Support advertising placements, press materials, and award or ranking submissions
Requirements 2+ years of office administration or executive assistant experience
2+ years of hands‑on marketing experience, in‑house or at an agency
Working knowledge of Canva or Adobe Creative Suite (InDesign, Photoshop, Illustrator)
Experience scheduling and posting on Instagram, Facebook and LinkedIn
Strong command of macOS, Google Workspace, and Microsoft Office (Excel, PowerPoint, Word, Outlook)
Strong technical skills across both digital and print
Excellent written communication, with a sharp eye for typos and detail
Polished, professional presence and the judgment to handle confidential information
Ability to juggle many requests at once and prioritize calmly under multiple deadlines
Critical thinking skills to accurately assess the needs of the company, agents, leaders, and team with little to no supervision
Superb ability to analyze reports, input data, process documents and commissions, and update various platforms
Ability to commute reliably to our Beverly Hills office
Experience in luxury real estate, hospitality, fashion or another high‑end service industry
Familiarity with a website CMS and email platforms like Mailchimp
Basic photo editing skills
Familiarity with the MLS, real estate CRMs, and transaction software
Benefits Salary: $70,000 per year
Paid time off and paid holidays
401(k) or other retirement plan
A front‑row seat to some of the most notable and premier properties in Los Angeles
A small, collaborative team where your work is seen and valued
Westside Estate Agency is an equal opportunity employer.

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