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Executive Assistant to Top-Producing Real Estate Agent EmpowerHome Arvada, CO Job Details Full-time $60,000 - $85,000 a year 1 day ago Benefits Paid time off Qualifications Confidential information handling Executive administrative support Real estate administrative experience Attention to detail Problem-solving Time management

Full Job Description Position:

Executive Assistant / Real Estate Operations Coordinator Position Overview We are seeking a highly organized, proactive, detail-oriented Executive Assistant to support a top-producing real estate agent in managing a fast-paced real estate business. This individual will serve as the agent's right hand, overseeing daily operations, coordinating real estate transactions, managing schedules, and ensuring that both business and personal responsibilities run smoothly. The ideal candidate is a resourceful problem-solver who thrives in a fast-moving environment, anticipates needs, manages multiple priorities, and takes ownership of tasks from start to finish. This role requires exceptional communication, organizational skills, discretion, and the ability to deliver outstanding service to clients. Key Responsibilities Executive & Personal Assistance Manage the agent's daily calendar, appointments, meetings, and commitments. Coordinate business and personal travel, including flights, hotels, transportation, and itineraries. Schedule and manage personal appointments and other day-to-day needs. Monitor emails, phone calls, and messages, prioritizing time-sensitive matters and ensuring timely follow-up. Anticipate scheduling conflicts, deadlines, and upcoming needs. Handle confidential business and personal information with professionalism and discretion. Real Estate Transaction Coordination Assist with preparing, reviewing, and organizing listing agreements, purchase contracts, addenda, disclosures, and other real estate documents. Track important contract dates, deadlines, contingencies, and closing milestones. Coordinate home inspections, appraisals, final walkthroughs, and closings. Communicate with buyers, sellers, cooperating agents, lenders, attorneys, title companies, inspectors, and other transaction partners. Maintain accurate transaction files and ensure all required documentation is completed and submitted on time. Follow up with all parties to ensure transactions move smoothly from contract to closing. Listing Management & Marketing Prepare and organize new listings for market. Assist with entering and updating property information in the MLS. Coordinate professional photography, videography, measurements, staging, and other listing services. Edit, enhance, declutter, and virtually stage property photos to ensure professional, high-quality marketing presentation while maintaining accurate property representation. Assist with preparing property descriptions, marketing materials, and listing presentations. Review listing details, photos, and marketing materials for accuracy and consistency. Coordinate listing launches, price adjustments, status changes, and other listing updates. Ensure every property is presented professionally and market-ready. Vendor Coordination & Client Services Schedule and coordinate home repairs, maintenance, cleaning, and property preparation for clients. Arrange appliance purchases, deliveries, installations, and service appointments. Coordinate contractors, painters, handymen, landscapers, cleaners, stagers, and photographers. Obtain estimates, confirm appointments, and follow up to ensure work is completed on schedule. Serve as a central point of communication between clients, vendors, and the real estate team. Proactively identify and resolve issues that could delay a listing, inspection, appraisal, or closing. Provide a high level of personalized service to clients throughout the buying and selling process. Daily Operations & Administrative Support Maintain organized digital files, transaction records, contact databases, and task lists. Monitor daily priorities and ensure critical assignments are completed. Follow up on outstanding tasks without requiring constant direction. Coordinate schedules and responsibilities with other team members. Assist with special projects, client events, and other business-related needs. Develop and improve administrative processes to increase productivity and efficiency. Qualifications & Skills Previous experience as an Executive Assistant, Real Estate Assistant, Transaction Coordinator, or similar administrative role preferred. Real estate industry knowledge, including MLS systems, contracts, listing procedures, and transaction timelines, is highly desirable. Exceptional organizational and time-management skills. Strong written and verbal communication abilities. Proficiency with Microsoft Office, Google Workspace, CRM systems, and digital scheduling tools. Experience with photo editing, virtual staging, Canva, or other real estate marketing software is a plus. Ability to manage multiple transactions, deadlines, and projects simultaneously. Excellent attention to detail and a commitment to accuracy. Comfortable communicating with clients, contractors, vendors, and real estate professionals. Strong problem-solving abilities and a proactive, solutions-oriented mindset. Ability to work independently, exercise good judgment, and adapt quickly to changing priorities. Professionalism, reliability, flexibility, and confidentiality are essential. What Success Looks Like The Executive Assistant is a trusted partner who helps the agent remain focused on selling real estate, generating business, and building client relationships. Success in this position means that appointments are organized, contracts and listings are accurately prepared, deadlines are met, vendors are coordinated, properties are market-ready, and clients consistently receive exceptional service. The ideal person doesn't simply wait for instructions—they anticipate what needs to happen next, solve problems before they escalate, and ensure that nothing falls through the cracks. Ideal Candidate We are looking for someone who is extremely organized, dependable, tech-savvy, resourceful, and comfortable wearing multiple hats. This person enjoys being behind the scenes, keeping everything moving, and bringing order to a busy and successful real estate business. Above all, we need someone who takes ownership, follows through, pays attention to the smallest details, and understands the importance of supporting a high-performing agent and delivering an exceptional client experience. How to Apply If this sounds like you, apply with your resume and a brief note on why you would be a strong fit for this role to: , , , & .

Pay:

$60,000.00 - $85,000.00 per year

Benefits:

Paid time off

Work Location:

In person