Real Estate Executive Assistant / Listing Coordinator

Team Alpha Charlie at Douglas Realty Pasadena, MD (In-Office) Team Alpha Charlie at Douglas Realty is one of Maryland's fastest-growing real estate teams, serving buyers and sellers throughout Anne Arundel County, Baltimore, and surrounding areas. Led by retired Navy Chief and top-producing Realtor Adam Chubbuck, our team is built around structure, communication, accountability, innovation, and delivering an exceptional client experience. We are currently seeking a highly organized, proactive, tech-savvy, and driven Executive Assistant / Listing Coordinator to serve as a key operational partner within our organization. This role combines high-level executive support, listing coordination, operations management, marketing support, and AI-driven system implementation. This is not a basic administrative role. We are looking for someone who can help improve efficiency, organize fast-moving operations, solve problems independently, and help implement modern systems and AI tools on the fly within a growing real estate business. The ideal candidate thrives under pressure, anticipates needs before they arise, embraces technology, communicates professionally, and operates with urgency and ownership. A real estate license is NOT required for this position. Reliable transportation and license is required. Position Overview As the Executive Assistant / Listing Coordinator, you will work directly alongside leadership to help manage day-to-day operations, oversee listing coordination, support marketing and CRM systems, and help implement operational efficiencies through AI and technology. You will play a major role in helping ensure: Listings launch smoothly and professionally Clients receive exceptional communication and service Team operations remain organized and scalable Leadership can stay focused on growth and production Technology and AI systems are continuously leveraged to improve efficiency and execution This role requires strong organizational skills, adaptability, initiative, attention to detail, and the ability to think several steps ahead. ResponsibilitiesExecutive Assistant Responsibilities Manage calendars, scheduling, appointments, and meetings Assist leadership with prioritization and operational flow Organize projects, systems, and internal initiatives Track deadlines, follow-ups, and accountability items Maintain organization across files, communication, and operations Handle confidential information professionally and discreetly Anticipate problems before they arise and proactively develop solutions Assist with internal team communication and operational support Listing Coordination Responsibilities Coordinate all aspects of new listings from signed agreement to active MLS launch Communicate with photographers, contractors, stagers, title companies, and vendors Schedule inspections, photography, showings, and appointments Prepare listing paperwork and assist with compliance coordination Upload and manage listings within Bright MLS Coordinate status updates with agents and clients Ensure all listing marketing assets are completed accurately and on time AI & Technology Responsibilities Utilize AI tools to improve efficiency, marketing, communication, and workflow automation Implement and adapt to new technology platforms quickly Assist with AI-driven content creation, organization, and operational systems Help identify opportunities to improve systems using automation and AI solutions Stay current on emerging AI tools and technology trends relevant to real estate operations Support CRM management and operational organization within Follow Up Boss and related systems Administrative & Operations Support Assist with day-to-day business operations Maintain database accuracy and lead organization Help improve internal workflows and systems Support marketing coordination and administrative execution Assist with reporting, task tracking, and operational accountability Contribute to team growth and operational scalability initiatives

QualificationsIdeal Candidate Will Have:

Previous executive assistant, operations, or administrative experience preferred Strong organizational and multitasking abilities Excellent written and verbal communication skills High attention to detail and follow-through Ability to work independently and proactively Strong problem-solving skills Comfort operating in a fast-paced, high-accountability environment Positive attitude and ownership mentality Required Skills Strong understanding of AI tools and technology platforms Ability to quickly learn and implement new systems and software Strong computer proficiency and adaptability Comfortable utilizing AI platforms such as ChatGPT, Claude, HeyGen and related productivity tools Ability to think critically and implement solutions quickly Preferred Skills Real estate industry experience preferred but NOT required Bright MLS experience Follow Up Boss CRM experience Canva and marketing coordination experience Google Workspace / Microsoft Office proficiency Social media familiarity is a plus Project management or operations background is a plus What We Value At Team Alpha Charlie, we value: Integrity Accountability Communication Ownership mentality Adaptability Innovation Team-first mindset Consistency and professionalism We are building a modern, scalable real estate organization focused on systems, technology, marketing, and client experience. The right candidate will have the opportunity to grow alongside the team and play a meaningful role in our continued expansion. Compensation & Schedule Compensation based on experience Full-time preferred In-office preferred Performance bonus opportunities available Growth opportunities within the organization How to Apply Please submit: Your resume A brief introduction about yourself Relevant administrative, operations, or technology experience Examples of AI tools or systems you have used or implemented Why you believe you would be a strong fit for our team culture Adam@tacmd.com Smile More! Team Alpha Charlie at

Douglas Realty Pay:

$20.00 - $30.00 per hour

Benefits:

401(k) Paid time off Professional development assistance

Work Location:

In person