Job Description

Are you an ambitious, organized, and detail-oriented professional ready to make a real impact in a fast-growing real estate and media company?

We're seeking an experienced and proactive Executive Assistant and Real Estate Transaction Coordinator to join our dynamic team. In this multifaceted role, you'll partner closely with our CEO to amplify their effectiveness across all aspects of their work, while also ensuring seamless transaction processes from listing to close of escrow. This position combines high-level executive support with hands-on transaction coordination, compliance, and agent assistance, allowing you to contribute to strategic decisions, streamline operations, and play a pivotal role in our growth trajectory. We help over a hundred families annually with their real estate goals, and you'll have the opportunity to significantly influence the company's direction, support ancillary businesses, and foster professional growth.

Work Environment

• Full-time position with occasional evening/weekend availability to meet transaction deadlines.
• Hybrid work arrangement (office and remote), depending on business needs.
• Collaborative and supportive team setting with opportunities to support, train, and work closely with a dynamic and visionary CEO.

Why Join Us?

• The opportunity to make a significant impact on a smaller but mighty team in a growing real estate brokerage with 15 years of successful operating experience.
• Work with a supportive team dedicated to excellence, client satisfaction, and personal growth—learn about small business operations while contributing to our media and ancillary ventures.
• Competitive salary and benefits package.
• Opportunities for professional growth and development within the company.

Responsibilities

Executive Support and Calendar Management Manage the CEO's professional and personal calendar, ensuring timely and efficient scheduling. Coordinate meetings, communications, and relationships with internal and external stakeholders, including clients, vendors, partners, and professional networks. Oversee travel arrangements, events, special projects, and the scaling of ancillary businesses like staging and cleaning services. Build and document efficient workflows and systems to enhance overall operations.

Transaction Management and Compliance Coordinate all aspects of real estate transactions from listing through close of escrow, collaborating with third-party transaction coordination companies to ensure file compliance. Act as a liaison between escrow, title companies, lenders, clients, agents, and other parties to facilitate smooth transactions. Prepare commission demands, track cap/royalty progress for accurate financial reporting, and maintain accurate records to support brokerage operations.

Legal, Risk Management, and Advisory Review disclosures and contracts for accuracy and completeness. Research property and zoning inquiries with city/county authorities as needed, identifying potential legal issues and consulting with brokerage counsel to mitigate risks. Advise agents on compliance requirements, best practices, and regulatory adherence to uphold professional standards.

Operations, Agent Support, and Problem-Solving Serve as the primary point of contact for agents’ procedural and operational questions (“how do I…”), providing problem-solving support and coordinating between parties to resolve issues efficiently. Assist the sales team manager with training, resources, operational support, recruiting, and retention efforts to attract and retain top talent. Act as a key connector within the team, fostering strong relationships and representing the team’s professional and service standards in all interactions. Conduct regular reviews of key performance indicators (KPIs) to support informed decision-making.

General Administration and Catch-All Duties Oversee the smooth functioning of team processes and workflows, tackling tasks and challenges as they arise in a fast-paced environment.

Qualifications

• Bachelor's degree in business, real estate, or a related field (preferred but not required).
• 2+ years of experience as an Executive Assistant, Transaction Coordinator, or in a similar role within real estate.
• Strong understanding of real estate contracts, disclosures, compliance requirements, and local zoning/property regulations (knowledge is a plus).
• Exceptional organizational skills, attention to detail, and ability to multitask and prioritize in a fast-paced, ever-changing environment.
• Excellent communication and interpersonal skills to build strong relationships, liaise with agents, clients, third parties, and stakeholders.
• Proficiency in real estate software (e.g., CRM systems, transaction management platforms) and general productivity tools.
• Proactive, resourceful problem-solver with a can-do attitude and commitment to excellence.
• Real estate license preferred but not mandatory.

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