Executive Assistant

Position Summary

St. James + Canter & Associates is seeking an exceptional Director of Operations / Executive Assistant to oversee the day-to-day operations of one of Southern California’s premier luxury real estate teams.

This role is the organizational backbone of the business. You will ensure that listings, escrows, marketing, client communication, administrative systems, and business operations are executed with precision and excellence. The ideal candidate is highly organized, proactive, detail-oriented, technology-savvy, and thrives in a fast-paced environment where priorities change quickly.

This is not simply an administrative position. It is an operations leadership role responsible for helping our team deliver a five-star experience to clients while keeping every aspect of the business running efficiently.

Primary ResponsibilitiesExecutive Support & Operations

• Serve as the primary operational support for the team’s leadership.
• Manage daily priorities, deadlines, and follow-up tasks.
• Anticipate needs before they arise and solve problems proactively.
• Coordinate calendars, appointments, meetings, and scheduling.
• Ensure projects move forward on time and nothing falls through the cracks.
• Maintain complete confidentiality regarding client information and company operations.

Client Relationship Management (CRM)

Maintain and organize the team’s client database.

Responsibilities include:

• Creating and maintaining accurate client records
• Preventing duplicate contacts
• Managing listing and transaction workflows
• Tracking important deadlines and follow-up tasks
• Maintaining recurring annual business systems
• Keeping the CRM current and organized daily

Listing Coordination

Coordinate every administrative aspect of new listings from start to finish.

Responsibilities include:

• Preparing listing paperwork
• Coordinating required disclosures
• Entering and updating MLS information
• Uploading listing photos and marketing materials
• Managing pricing and status changes
• Scheduling showings and broker tours
• Coordinating open houses
• Monitoring listing timelines
• Ensuring listings are always accurate and up to date

Transaction Coordination

Support every transaction from accepted offer through closing.

Responsibilities include:

• Preparing contracts and required documentation
• Coordinating signatures
• Tracking contingency deadlines
• Working closely with escrow officers, title companies, lenders, inspectors, vendors, and transaction coordinators
• Maintaining organized transaction files
• Ensuring all required paperwork is completed accurately and on time

Document Preparation & Compliance

Prepare and organize real estate documents while maintaining compliance with California and brokerage requirements.

Responsibilities include:

• Preparing listing agreements
• Purchase agreements
• Lease agreements
• Disclosure packages
• Transaction forms
• Digital signature packages
• Maintaining document templates
• Updating forms as required

Marketing Coordination

Coordinate marketing efforts for listings and the overall brand.

Responsibilities include:

• Ordering brochures, postcards, business cards, and presentation materials
• Coordinating listing advertising
• Managing email marketing campaigns
• Posting new listings and open houses
• Updating website content
• Coordinating online advertising
• Managing marketing vendors
• Reviewing marketing materials for accuracy and brand consistency

Open House & Event Coordination

Coordinate all logistics surrounding open houses and client events.

Responsibilities include:

• Scheduling open houses
• Ordering sign installation
• Posting online open house information
• Preparing marketing materials
• Coordinating signage
• Cancelling sign orders when events change
• Assisting with event preparation

Presentation & Listing Materials

Prepare professional presentation packages for listing appointments.

This includes:

• Comparative Market Analyses (CMAs)
• Listing presentation books
• Property brochures
• Marketing materials
• Client presentation boxes
• Company magazines
• Business cards
• Printed reports

Attention to presentation quality is extremely important.

File Management & Organization

Maintain a highly organized digital filing system.

Responsibilities include:

• Organizing transaction files
• Marketing files
• Inspection reports
• Contracts
• Client documents
• Team resources
• Standard operating procedures

The Director of Op…