Executive Assistant (Real Estate)
Ultimate Staffing, Pasadena, California, United States, 91106
We are seeking a polished and experienced Executive Assistant to support a top-performing real estate professional. The ideal candidate has strong real estate operations experience, exceptional communication skills, and a service-oriented, proactive mindset. This role supports an agent who completes 50-75 transactions annually and oversees a small administrative team.
Key Responsibilities
Manage back-office escrow and transaction coordination tasks
Maintain calendars, schedule meetings, and coordinate inspections
Handle professional communication with clients and partners
Oversee document control for accuracy and compliance
Liaise with lenders, escrow officers, brokers, inspectors, and clients
Maintain CRM systems and transaction records
Assist with light marketing tasks, including print materials
Support daily office operations and anticipate agent needs
Requirements
3-5 years of EA or administrative experience, ideally in real estate
Strong background in residential real estate operations
Proficiency with Google Suite, MLS, CRM systems, and Realscout (training available)
Exceptional written and verbal communication skills
High attention to detail, organization, and professionalism
Ability to manage confidential information with discretion
Polished, punctual, and reliable; strong executive presence
Real estate license is a plus
Work Environment
In-office role in Pasadena
Monday-Friday, 9:00 AM-5:00 PM
Professional, family-oriented environment with a small team
Business casual attire
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.
Key Responsibilities
Manage back-office escrow and transaction coordination tasks
Maintain calendars, schedule meetings, and coordinate inspections
Handle professional communication with clients and partners
Oversee document control for accuracy and compliance
Liaise with lenders, escrow officers, brokers, inspectors, and clients
Maintain CRM systems and transaction records
Assist with light marketing tasks, including print materials
Support daily office operations and anticipate agent needs
Requirements
3-5 years of EA or administrative experience, ideally in real estate
Strong background in residential real estate operations
Proficiency with Google Suite, MLS, CRM systems, and Realscout (training available)
Exceptional written and verbal communication skills
High attention to detail, organization, and professionalism
Ability to manage confidential information with discretion
Polished, punctual, and reliable; strong executive presence
Real estate license is a plus
Work Environment
In-office role in Pasadena
Monday-Friday, 9:00 AM-5:00 PM
Professional, family-oriented environment with a small team
Business casual attire
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.