Executive Assistant & Transaction Coordinator

Are you the kind of person who color\-codes their calendar, finishes tasks before they're asked, and genuinely gets excited about finding a smarter way to do something? Keep reading.

The Shepherd Real Estate Team, one of South Orange County's top\-producing real estate teams with over $450M in closed sales, is looking for an Executive Assistant \& Transaction Coordinator who is detail\-obsessed, tech\-forward, and ready to grow inside a team that invests in its people and its systems.

This is a full\-time remote position to start, transitioning to a hybrid schedule (approximately 50/50\) within 90 days, with our office located between Irvine and San Clemente. You'll serve as the operational backbone of our team, managing transactions from contract to close, keeping clients informed and supported at every stage, and helping us build and maintain the AI\-powered systems that keep our operation running at the highest level.

We are not a traditional real estate team. We are an AI\-forward, systems\-driven, client\-obsessed organization, and we're looking for someone who is just as excited about that as we are.

If you thrive in a structured environment, love checking boxes, think three steps ahead, and want to be part of something that is genuinely building toward something bigger, we'd love to meet you.

Compensation:

$60,000 \- $70,000 yearly

Responsibilities:Transaction \& Listing Coordination

• Manage listing coordination from pre\-MLS preparation through close of escrow
• Manage buyer\-side and seller\-side transactions from contract to close with accuracy and professionalism
• Serve as the primary point of contact for clients, agents, vendors, escrow, and lenders throughout every transaction
• Build, maintain, and continuously improve checklist\-based systems for every stage of the listing and transaction process
• Keep sellers proactively informed at every milestone using structured communication systems, automated updates, and personal outreach
• Support agent\-facing coordination to ensure the team operates efficiently, and nothing falls through the cracks

Client Communication \& Experience

• Maintain high communication standards across all parties, including clients, agents, vendors, and partners
• Represent the team professionally on video calls and in all written and verbal client\-facing communication
• Coordinate client gifting and personal touches that reinforce the client experience
• Anticipate client and team needs before they are expressed and address them proactively

Technology, AI \& Systems

• Use AI tools, including Claude, ChatGPT, and others, to draft communications, streamline workflows, and support daily operations
• Help build, refine, and maintain AI\-assisted systems and automations that increase team consistency and save time
• Create, follow, and improve checklist\-based SOPs for transactions, listings, and all client communication touchpoints
• Identify inefficiencies and proactively bring innovative, tech\-forward solutions to the team
• Manage and maintain Follow Up Boss CRM, ensuring all contacts, pipeline, notes, and tasks are accurate and current
• Learn and operate Sisu for transaction tracking and team performance reporting
• Stay current on emerging tools and bring forward\-thinking ideas to how the team operates

Executive \& Administrative Support

• Provide high\-level administrative and executive support to the team lead
• Manage calendars, Calendly scheduling, appointments, and team meetings
• Handle communication management across email, phone, and platforms
• Support social media maintenance, including posting provided content and platform upkeep (not content creation)
• Coordinate personal and professional errands and travel planning
• Assist with basic bookkeeping tasks as needed

Qualifications:Required

• 2\+ years of experience in transaction coordination, real estate administration, or a comparable executive support role
• Advanced transaction coordination experience on both the buyer and listing sides
• Proficient in Follow Up Boss or a similar CRM, with a strong willingness to learn new platforms quickly
• Genuine enthusiasm for artificial intelligence and a track record of, or strong eagerness to, build and use AI\-powered tools and systems
• Proactive, forward\-thinking mindset — you anticipate needs and solve problems before they escalate
• Exceptional attention to detail with the ability to manage multiple transactions and priorities simultaneously
• Outstanding written and verbal communication skills
• Calm, steady, and reliable under pressure and in fast\-moving environments
• High level of discretion when handling confidential client and business information
• Client\-service mindset with a warm, professional, and approachable demeanor
• Proficient in G\-Suite, Windows, and iOS
• Valid California driver's license and reliable transportation
• California Real Estate License, or willingness to obtain immediately upon hire

Preferred

• Experience with Sisu, SkySlope, or similar real estate transaction platforms
• Familiarity with AI tools such as Claude or ChatGPT in a professional or workflow\-building capacity
• Experience supporting a team lead or executive in a high\-volume real estate environment
• Demonstrated ability to build or improve systems, checklists, or SOPs

About Company

The Shepherd Real Estate Team, operating under eXp Realty of Southern California. Led by Darren Shepherd with over 11 years of experience, $450M\+ in closed sales, and 170\+ five\-star reviews, our team serves communities across Orange County.

We are a systems\-driven, client\-obsessed, AI\-forward organization that believes great service starts with great people and great processes. Every client we serve deserves an exceptional experience from the very first conversation to the day they get their keys, and the person in this role plays a critical part in making that happen.

Our culture is one of accountability, growth, and genuine care for one another. We invest in our team members, we embrace technology, and we are always looking for smarter ways to serve clients and grow our business. If you're looking for a place where your work is meaningful, your contributions are noticed, and the standard of excellence is something everyone takes seriously, you've found it.