Executive Assistant

Job Description: Executive Assistant

Position Title: Executive Assistant – Real Estate Operations
Reports To: Realtor
Employment Type: Full-Time

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant with experience in both real estate transactions and mortgage loan processing to support a busy Realtor and Mortgage Loan Officer. This role requires exceptional multitasking skills, strong communication abilities, and the capacity to manage multiple transactions, client relationships, and administrative functions simultaneously.

The ideal candidate will serve as the central point of coordination between clients, lenders, title companies, attorneys, agents, and vendors while ensuring a seamless experience throughout the home buying, selling, and financing process.

Key ResponsibilitiesExecutive & Administrative Support

• Manage calendars, appointments, meetings, and scheduling for a high-volume real estate and mortgage professional.
• Coordinate client consultations, property showings, closings, and loan appointments.
• Screen calls, emails, and correspondence, responding on behalf of the executive when appropriate.
• Prepare reports, presentations, contracts, and business correspondence.
• Maintain confidential client and business information.

Real Estate Transaction Coordination

• Assist with listing and buyer transaction management from contract to closing.
• Prepare and review real estate documents for accuracy and completeness.
• Coordinate inspections, appraisals, title work, and closing schedules.
• Track contract deadlines and contingency dates.
• Communicate regularly with clients, agents, attorneys, title companies, and vendors.
• Maintain transaction files in compliance with brokerage and state regulations.

Mortgage Loan Processing Support

• Collect, review, and organize borrower documentation.
• Assist in preparing loan files for submission to underwriting.
• Monitor loan milestones and communicate status updates to clients and referral partners.
• Coordinate with borrowers, processors, underwriters, title companies, and closing agents.
• Ensure loan files meet compliance and documentation requirements.
• Track conditions, approvals, and closing timelines.

Client Relationship Management

• Deliver exceptional customer service to buyers, sellers, borrowers, and referral partners.
• Maintain CRM systems and update client records.
• Follow up on leads, referrals, and past clients.
• Assist with client retention and relationship-building initiatives.

Marketing & Business Development Support

• Assist with social media scheduling and content coordination.
• Help manage marketing campaigns, email communications, and client events.
• Update property listings across MLS and marketing platforms.
• Support branding and community outreach efforts.

QualificationsRequired

• Minimum 2 years of experience as an Executive Assistant, Transaction Coordinator, Real Estate Assistant, Loan Processor, or similar role.
• Knowledge of residential real estate transactions and mortgage lending processes.
• Experience managing multiple deadlines and high-volume workflows.
• Proficiency in Microsoft Office Suite, Google Workspace, and CRM systems.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and professionalism.

Preferred

• Experience with transaction management software
• Experience with mortgage software.
• Marketing and social media experience is a plus.
• Non -profit experience a plus

Key Competencies

• Exceptional attention to detail
• Strong problem-solving abilities
• Time management and prioritization
• Customer service excellence
• Professional communication
• Adaptability in a fast-paced environment
• Self-starter with minimal supervision

Compensation & Benefits

• Competitive salary based on experience
• Performance bonuses and incentives
• Paid time off and holidays
• Professional development opportunities
• Flexible work environment (if applicable)

Ideal Candidate Profile

This position is perfect for someone who thrives in a fast-paced real estate and lending environment, enjoys helping clients navigate one of the biggest financial decisions of their lives, and can confidently keep transactions, schedules, and communications organized from start to finish. The ideal candidate anticipates needs, solves problems proactively, and helps the bu…