Executive Assistant (Real Estate Background)
Ultimate Staffing, Pasadena, California, United States, 91106
We are seeking a highly skilled and polished Executive Assistant to support a top-performing real estate professional. This role replaces a long-tenured EA who is retiring and requires someone with strong real estate experience, exceptional communication skills, and a service-oriented mindset. The ideal candidate thrives in a fast-paced environment, provides white-glove support, and is accustomed to working with high-level clients and executives.
This position works closely with a seasoned agent who manages a high volume of transactions and oversees a small support team. The EA will handle back-office operations, client support, and ensure smooth coordination throughout the real estate transaction process.
Key Responsibilities
Manage back-office escrow tasks and transaction coordination
Maintain calendars, schedule meetings, and coordinate inspections and appointments
Handle polished, professional communication via email and phone
Oversee document control and ensure accuracy and compliance
Communicate with lenders, escrow officers, brokers, inspectors, and clients
Update CRM systems and maintain accurate client and transaction records
Assist with light marketing tasks (e.g., print materials, postcard mailers)
Support day-to-day office operations and anticipate the agent's needs
Provide "white glove" service with a
How can I help?
approach
Required Skills & Experience
3-5 years of EA or administrative experience, ideally in real estate
Strong background in residential real estate operations or transaction support
Proficiency with:
Google Suite
MLS
CRM systems
Realscout (training available)
Exceptional written and verbal communication skills
High attention to detail, organization, and professionalism
Ability to handle confidential information with discretion
Punctual, reliable, and polished with strong executive presence
Real estate license is a plus
Work Environment & Schedule
In-office role
Monday-Friday, standard business hours
Professional, team-oriented environment
Business casual dress code
Parking provided
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.
This position works closely with a seasoned agent who manages a high volume of transactions and oversees a small support team. The EA will handle back-office operations, client support, and ensure smooth coordination throughout the real estate transaction process.
Key Responsibilities
Manage back-office escrow tasks and transaction coordination
Maintain calendars, schedule meetings, and coordinate inspections and appointments
Handle polished, professional communication via email and phone
Oversee document control and ensure accuracy and compliance
Communicate with lenders, escrow officers, brokers, inspectors, and clients
Update CRM systems and maintain accurate client and transaction records
Assist with light marketing tasks (e.g., print materials, postcard mailers)
Support day-to-day office operations and anticipate the agent's needs
Provide "white glove" service with a
How can I help?
approach
Required Skills & Experience
3-5 years of EA or administrative experience, ideally in real estate
Strong background in residential real estate operations or transaction support
Proficiency with:
Google Suite
MLS
CRM systems
Realscout (training available)
Exceptional written and verbal communication skills
High attention to detail, organization, and professionalism
Ability to handle confidential information with discretion
Punctual, reliable, and polished with strong executive presence
Real estate license is a plus
Work Environment & Schedule
In-office role
Monday-Friday, standard business hours
Professional, team-oriented environment
Business casual dress code
Parking provided
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.