Real Estate Executive Assistant & Operations Coordinator

The Robin McCary Real Estate Group is a high-performing real estate team serving Burbank, Glendale, Toluca Lake, Pasadena, and Greater Los Angeles. Led by top-producing REALTOR® Robin McCary, our mission is to provide exceptional service, expert guidance, and a seamless client experience from start to finish. Robin has over 22 years of experience and has helped hundreds of families buy and sell real estate throughout Southern California.

We are seeking a highly organized, proactive, and resourceful Real Estate Executive Assistant & Operations Coordinator to become the right hand to our founder. This is a unique opportunity for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and takes pride in helping a business run efficiently behind the scenes.

This position combines administrative support, client service, field support, transaction coordination assistance, marketing assistance, day-to-day operational management and some misc assistance with personal errands.

What You’ll Do

Executive & Administrative Support

• Manage calendars, appointments, and scheduling
• Coordinate meetings, showings, inspections, and vendor appointments
• Monitor email communications and assist with follow-up
• Organize digital files and client records
• Prepare presentations, reports, and listing materials
• Track tasks and deadlines to keep projects moving forward

Client Concierge & Customer Service

• Serve as a primary point of contact for clients, vendors, and partners
• Deliver exceptional customer service throughout the transaction process
• Coordinate gifts, client events, and appreciation initiatives
• Ensure every client feels informed and supported

Listing & Transaction Support

• Assist with listing preparation and launch activities
• Coordinate photography, staging, inspections, and vendors
• Prepare MLS and marketing information for review
• Track transaction timelines and important deadlines
• Communicate with escrow, lenders, title, and vendors as needed
• Help ensure files remain complete and compliant

Field & Property Support

• Install and remove lockboxes and signs
• Deliver documents, marketing materials, and property supplies
• Conduct property checks when needed
• Assist during open houses and broker events
• Coordinate vendor access and appointments

Marketing & Social Media Support

• Assist with social media posting and content scheduling
• Coordinate marketing materials and print orders
• Update website content and listing information
• Organize photos, videos, and marketing assets
• Assist with client database management and CRM updates

Office Operations

• Help streamline systems and workflows
• Coordinate office supplies and business resources
• Maintain organization across multiple projects and transactions
• Identify ways to improve efficiency and client experience

What We’re Looking For

Required

• Exceptional organizational skills
• Strong written and verbal communication
• Ability to manage multiple priorities simultaneously
• Highly detail-oriented
• Professional and positive attitude
• Strong problem-solving skills
• Proficiency with Google Workspace and Microsoft Office
• Reliable transportation and valid driver’s license
• Ability to work independently with minimal supervision

Preferred

• Minimum of 4 years real estate experience
• Transaction coordination experience
• Familiarity with CRMLS
• Familiarity with DocuSign
• Experience with Canva
• Experience with social media management
• Knowledge of escrow and residential real estate transactions
• California real estate license (not required but highly preferred)

Success in This Role Looks Like

You are proactive rather than reactive.

You anticipate needs before being asked.

You are comfortable jumping from coordinating a listing photographer, to helping a client schedule an inspection, to preparing marketing materials, to running a property-related errand.

You enjoy bringing order to busy days and helping a top-producing agent focus on serving clients and growing the business.

Compensation & Benefits

• Competitive salary pay based on experience
• Performance-based bonus opportunities
• Career growth opportunities within real estate
• Hands-on mentorship and industry exposure
• Flexible, team-oriented work environment

To Apply

Please submit:

• Resume
• Brief cover letter explaining why you’re interested
• Any real estate, administrative, or marketing…