Executive Assistant – Real Estate Operations & Transactions
About The Position
We are seeking a full-time, professional, proactive, and highly organized Executive Assistant to support a busy, high-performing, faith-based real estate team . This position works closely with the Employing Broker/Owner and is responsible for supporting both executive priorities and the daily execution of the business. This role goes far beyond traditional administrative support. The ideal candidate has hands-on real estate experience and is confident managing contracts, transactions, timelines, client communication, office operations, and event coordination . You will be trusted with sensitive information, fast-moving deadlines, and high-touch client interactions from contract to close.
Requirements
- Bachelor’s Degree, Associate Degree, or equivalent professional experience
- Proven experience working in real estate as a Transaction Coordinator, Executive Assistant in real estate, Licensed Assistant, or similar role
- Strong working knowledge of real estate contracts, timelines, and compliance requirements
- Ability to manage multiple assignments with accuracy and urgency
- Excellent written and verbal communication skills with clients and professionals
- Highly organized, detail-oriented, and deadline-driven
- Comfortable working in fast-paced, high-accountability environments
- Technically proficient with Google Workspace / Microsoft Office, CRM systems
- Demonstrates discretion, professionalism, and confidentiality at all times
Nice To Haves
- Real estate license is a plus
Responsibilities
- Maintain the CRM and transaction management systems, ensuring all client and deal data is accurate and up to date
- Manage client gifting initiatives, including closing gifts, milestone gifts, and client appreciation programs
- Maintain gifting and event calendars to ensure timely and consistent client touchpoints
- Coordinate client appreciation events, educational events, team events, and community-facing events
- Manage priorities with a strong understanding of real estate deadlines
- Screen, prioritize, and communicate time-sensitive information related to active transactions
- Prepare, review, and manage real estate contracts, amendments, disclosures, and addenda
- Track all contract deadlines, contingency dates, inspection periods, and closing timelines
- Coordinate with title, escrow, lenders, inspectors, appraisers, and cooperating agents to ensure smooth transactions
- Maintain accurate and compliant transaction files in accordance with brokerage and state regulations
- Assist with contract execution, document compliance, and post-closing file organization
- Create, document, and improve Standard Operating Procedures (SOPs) related to transactions, client care, and internal workflows
- Manage national agent referrals and referral documentation
- Show properties on occasion, as needed
- Support special projects, events, and business initiatives as assigned
- Other duties as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
