Executive Assistant to CEO

Position: Executive Assistant to the CEO

Executive Assistant & Transaction Coordinator

We're looking for someone organized, sharp, and ready to take ownership—not just follow instructions.

At OWN Real Estate, we help over 100 families each year buy and sell homes across the Bay Area. We're a 20-agent team producing $200M+ annually, backed by 15 years of operating experience. We're also building Studio 1651, our in-house media agency, which means this role touches real estate operations, content production, and small business strategy.

The Role

You'll work directly with our CEO across two core areas:

• Executive Support — Calendar and priorities management, communications, research, and helping drive strategic initiatives forward.
• Transaction Coordination — Managing files from listing to close, ensuring compliance, supporting agents, and keeping deals on track.

This isn't a siloed position. You'll see how decisions get made, contribute to them, and help shape how we operate as we grow.

What We're Looking For

• Experience in transaction coordination, executive assistance, or operations (real estate background preferred but not required)
• Strong organizational instincts and follow-through
• Comfortable with ambiguity and shifting priorities
• Someone who takes initiative rather than waiting to be told what to do

Details

• Full-time, hybrid (office and remote-based on business needs)
• Occasional evening/weekend availability for transaction deadlines
• Competitive salary and benefits
• Real opportunities to grow—both in responsibility and professionally
• If you want to be part of a small team doing meaningful work with room to make an impact, we'd like to hear from you.

Responsibilities
Executive Support and Calendar Management

Manage the CEO's professional and personal calendar, ensuring timely and efficient scheduling. Coordinate meetings, communications, and relationships with internal and external stakeholders, including clients, vendors, partners, and professional networks. Oversee travel arrangements, events, special projects, and the scaling of ancillary businesses like staging and cleaning services. Build and document efficient workflows and systems to enhance overall operations.

Transaction Management and Compliance

Coordinate all aspects of real estate transactions from listing through close of escrow, collaborating with third-party transaction coordination companies to ensure file compliance. Act as a liaison between escrow, title companies, lenders, clients, agents, and other parties to facilitate smooth transactions. Prepare commission demands, track cap/royalty progress for accurate financial reporting, and maintain accurate records to support brokerage operations.

Legal, Risk Management, and Advisory

Review disclosures and contracts for accuracy and completeness. Research property and zoning inquiries with city/county authorities as needed, identifying potential legal issues and consulting with brokerage counsel to mitigate risks. Advise agents on compliance requirements, best practices, and regulatory adherence to uphold professional standards.

Operations, Agent Support, and Problem‑Solving

Serve as the primary point of contact for agents' procedural and operational questions ("how do I…"), providing problem‑solving support and coordinating between parties to resolve issues efficiently. Assist the sales team manager with training, resources, operational support, recruiting, and retention efforts to attract and retain top talent. Act as a key connector within the team, fostering strong relationships and representing the team's professional and service standards in all interactions.

Conduct regular reviews of key performance indicators (KPIs) to support informed decision‑making.

General Administration and Catch‑All Duties

Oversee the smooth functioning of team processes and workflows, tackling tasks and challenges as they arise in a fast‑paced environment.

Qualifications

• Bachelor's degree in business, real estate, or a related field (preferred but not required).
• 2+ years of experience as an Executive Assistant, Transaction Coordinator, or in a similar role within real estate.
• Strong understanding of real estate contracts, disclosures, compliance requirements, and…