Personal Assistant/ Broker Assistant

Legacy Mortgage Loans Inc•Los Angeles, CA

6d•$20 - $30

About The Position

We are seeking a highly organized, proactive, and detail-oriented assistant to support the owner and coordinate daily operations across personal, real estate, and mortgage business activities. This multifaceted role involves managing personal and professional schedules, coordinating appointments and meetings, assisting with real estate brokerage operations, supporting mortgage office administration, communicating with agents and business partners, and handling errands and special projects. The ideal candidate is dependable, professional, resourceful, and comfortable handling confidential information. They can work independently, anticipate needs, follow through on assignments, and communicate effectively with clients, real estate agents, loan officers, vendors, and other team members. This position offers hands-on experience across personal assistance, real estate brokerage operations, and mortgage company administration, with opportunities for professional growth.

Requirements

Excellent written and verbal communication skills.
Strong organizational skills and exceptional attention to detail.
Ability to multitask, prioritize, and meet deadlines.
Ability to work independently and as part of a team.
Professional, dependable, proactive, and resourceful approach.
Strong follow-up skills and ability to anticipate needs.
Comfort using email, calendars, spreadsheets, and digital document systems.
Ability to handle confidential information with discretion.
Willingness to learn real estate and mortgage industry processes.

Nice To Haves

Prior administrative, personal assistant, real estate, brokerage, or mortgage experience.
Experience with CRM platforms, transaction management systems, or mortgage loan origination systems.

Responsibilities

Manage personal and professional calendars, appointments, and schedules.
Coordinate meetings, business lunches, dinners, travel arrangements, and special events.
Answer, screen, and return calls and messages as needed.
Handle errands, appointments, shopping, and other assigned tasks.
Order office supplies and personal or business essentials.
Organize personal and professional documents and follow up on outstanding tasks, deadlines, and commitments.
Handle confidential and sensitive information with discretion.
Provide administrative support to the real estate broker and management team.
Assist with agent onboarding, paperwork, and required documentation.
Track real estate transactions, deadlines, and pending files.
Assist with listing preparation, property information, marketing materials, and document organization.
Coordinate open houses, meetings, office events, and agent training sessions.
Communicate with agents, transaction coordinators, clients, vendors, and other business partners.
Maintain agent records, office files, internal systems, CRM records, follow-up activities, and team reports.
Support office operations, agents, special projects, and brokerage procedures for completing and organizing transaction files.
Provide administrative support to the mortgage company and its loan officers.
Organize loan files, borrower documentation, and application records.
Follow up with loan officers, borrowers, processors, and lending partners about outstanding documents and tasks.
Track loan milestones, deadlines, and closing dates.
Assist with preparing and organizing loan packages and submission documents.
Maintain accurate records and update internal systems.
Coordinate communication between the real estate team, mortgage team, and other business partners when appropriate and authorized.
Assist with loan officer onboarding, licensing documentation tracking, and administrative follow-up.
Organize lender contacts, broker information, and office procedures.
Maintain strict confidentiality when handling borrower financial information and other sensitive records.
Coordinate with team members to ensure tasks are completed on time.
Manage emails, phone calls, correspondence, and follow-up requests.
Maintain organized digital files, spreadsheets, calendars, and reports.
Assist with special projects, research, and business operations.
Identify opportunities to improve organization and workflow.
Prioritize urgent assignments while managing multiple responsibilities.
Provide general administrative support across the owner's businesses as needed.