Executive Assistant

Job Summary

We are looking for an experienced Real Estate Transaction Coordinator / Office Manager to assist our agents with both buyer and seller transactions from beginning to end. This person will be the agents’ right hand, helping keep each transaction organized, on track, and moving smoothly through closing.

The ideal candidate has real estate transaction experience and is comfortable working with California Association of REALTORS® (C.A.R.) forms, DocuSign, MLS, disclosures, escrow coordination, contingency and contract deadlines, and communicating with agents, clients, escrow officers, lenders, inspectors, and vendors.

This position requires someone who is highly organized, detail-oriented, able to manage multiple transactions at once, and comfortable working in a fast-paced real estate office. Strong communication and follow-through are extremely important, as you will be involved in each transaction from the time an offer is accepted through the close of escrow.

Responsibilities

• Must have a current and valid California Real Estate Salesperson or Broker License.
• Previous real estate transaction experience required.
• Experience with C.A.R. forms, DocuSign, MLS, disclosures, and escrow coordination.
• Strong organizational and time-management skills.
• Ability to manage multiple transactions and deadlines simultaneously.
• Excellent written and verbal communication skills.
• Manage calendars, schedule meetings, and appointments.
• Handle phone systems, screen calls, and direct inquiries efficiently while maintaining excellent phone etiquette.
• Prepare, organize, and maintain documents using Microsoft Office Suite, including Word processing and spreadsheets for data entry and record keeping.
• Coordinate office management tasks such as filing, ordering supplies, and overseeing clerical processes to ensure operational efficiency.
• Assist with client communication and customer support by responding promptly to inquiries via email or phone.
• Support data entry tasks with accuracy using productivity software; maintain detailed records and files for easy retrieval.
• Provide personal assistance to executives as needed, including calendar management, task prioritization, and handling confidential information with discretion.

Skills

• Strong proficiency in Microsoft Office programs including Word, Excel (spreadsheets), and other productivity software.
• Excellent organizational skills coupled with effective time management to handle multiple priorities seamlessly.
• Demonstrated experience in office management, clerical work, or administrative support roles.
• Strong computer literacy including familiarity with file management systems, typing skills, and general office technology.

Pay: $51,131.99 - $61,578.31 per year

Work Location: In person