We are seeking a highly organized, proactive, and detailoriented Real Estate
Executive Assistant/Administrator to support two top\-producing real estate
professionals and ensure a seamless, exceptional experience for clients at every stage
of the process.
This role blends executive assistance, transaction management, marketing
coordination, client concierge services, and operational support. The ideal
candidate thrives in a fastpaced environment, anticipates needs before they arise, and
consistently protects the executives’ time so they can remain focused on revenue\-
generating activities and client relationships.
Core Responsibilities
1\. Executive Support \& Calendar Management
Manage all aspects of Sara and Svein’s calendars, including personal and
business appointments, conflict resolution, confirmations, and time blocking.
Monitor and triage emails and voicemail; highlight actionable items during
checkins and escalate urgent messages immediately.
Keep executives focused by proactively removing tasks from their workload.
Protect call blocks and minimize distractions.
Manage travel arrangements, reservations, and itineraries.
Provide personal\-assistance tasks such as scheduling client appointments, and
meeting contractors (such as inspection companies, HVAC, Roofers, etc).
2\. Transaction Management (Listings \& Buyers)
Execute detailed checklists for every listing and every contract, from initiation
through closing.
Gather required information from clients and county records; request rental
estimates; input listing details into MLS, Realtor.com, and Zillow.
Create property brochures, flyers, open house materials, and weekly activity
reports.
Assist with preparing buyer and seller contracts, entering information into
templates, and monitoring all contractual deadlines.
Upload necessary documentation to CTME and Dropbox.
Coordinate inspections, appraisals, repair quotes, and contractor access.
Draft inspection objections and track amendments or deadline changes.
Attend inspections, walkthroughs, and property appointments as needed.
Coordinate the removal and installation of signs and lockboxes before and after
closing.
Manage buyer appointment for showings.
Support transaction coordination, including managing dates, deadlines,
feedback, and weekly seller and buyer updates.
3\. Marketing \& Branding
Maintain all social media channels (LinkedIn, Facebook, Instagram, YouTube),
including posts for:
o Weekly Thursday videos
o New listings \& coming\-soons
o Open houses
o Closings
Create and distribute marketing materials including:
o Emails to top agents informing them about new listings or price changes to
listings.
o Create newsletter.
Send marketing updates to top Boulder agents (new listings, price adjustments,
open houses).
Produce comparative market analyses for buyers and sellers upon request.
Keep ShowingTime properly configured.
Update website pages as needed.
Ensure branding consistency across platforms.
4\. Client Experience (“White Glove Service”)
Manage the “All About You” client profile system.
Coordinate birthday, anniversary, referral, and other personalized gifts.
Call clients to introduce yourself, offer real estate reviews, and check for current
needs.
Track client preferences and search for homes matching their criteria.
Request and manage testimonials.
Prepare thoughtful closing/thankyou gifts for buyers of listed homes.
Attend furniture deliveries, inspections, contractor appointments, or walkthroughs
as needed to support clients.
Provide exceptional, high\-touch service at every stage.
Order Flowers for housing anniversaries.
Handwritten Thank You notes
5\. Database, CRM \& System Management
Learn, set up, and manage Follow Up Boss, including:
o Lead entry and tagging
o Process documentation
o Training for the executive team
Update mailing lists (Boomerang, Mailbox Power).
Track and follow up on all referrals.
Support lead source tracking in CRM and business tracker.
Maintain proficiency in office systems including:
MLS, CTME, Dropbox, ShowingTime, Followup Boss
6\. Administrative \& Office Operations
Prepare list of to do’s and provide updates on events.
Manage invoice payments, office supplies, and stocking beverages/snacks for
showings.
Assist with planning happy hours, events, and client gatherings.
Provide vendor referrals and email introductions for client needs.
Conduct MLS searches for buyer needs.
Perform data analysis for listing presentations and annual reviews.
Handle contract drafting for listings and purchases.
Maintain confidentiality at all times.
Creation of Operating Procedures.
7\. Team Communication \& Culture
Engage in daily communication with the team to keep everyone informed on
deadlines and file status.
Bring a positive, solutionsoriented attitude to daily collaboration.
Prepare daily todo lists and task updates.
Express gratitude to team members, partners, and vendors (cards, gifts,
acknowledgments).
Qualifications
Required
Strong organizational and timemanagement skills
Excellent written and verbal communication
Critical thinking and problem\-solving ability
High attention to detail and accuracy
Experience with Microsoft Office and Google Workspace
Professional, polished presence and demeanor
Ability to prioritize and work independently
Commitment to exceptional client experience
Work from home – Self motivated
Preferred
Experience in real estate administration or transaction coordination
Familiarity with MLS systems, CTME, Follow Up Boss, ShowingTime, Canva,
Instagram, Facebook, LinkedIn or similar platforms
Real estate license (or willingness to obtain)
Social media or marketing experience
Physical Requirements
Ability to lift/move up to 25 lbs occasionally
Frequent sitting, walking, talking, and handling objects
Lowtomoderate noise work environment
Job Type: Full\-time
Pay: $60,000\.00 \- $80,000\.00 per year
Benefits:
- Paid time off
Work Location: Hybrid remote in Boulder, CO 80304