Real Estate Executive Assistant

We are hiring a Real Estate Executive Assistant to be the central hub of the business. You will keep the operations, clients, and details on track so the Team Leader can stay focused on appointments, negotiations, and growth. This is a full-time employee position.
Compensation: Base salary $60,000–$70,000 depending on experience, plus performance-based bonus opportunities.
Schedule: Typically Monday to Friday, 9:00 a.m. to 5:00 p.m., with some evenings and weekends around events and busy seasons, with flexibility and planning in advance as much as possible.
Location: In-office role based in Westfield, New Jersey, with local travel in and around Union County and Essex County for errands, events, and property-related tasks. If you like clear expectations, taking ownership, and knowing that people depend on you to keep everything moving, you will feel at home in this role. You do not need to want the spotlight. You do need to care that things are done correctly, on time, and that clients feel taken care of from start to finish.

• Manage the full process from contract to closing for buyers and sellers, coordinating timelines, inspections, vendors, and paperwork so nothing is missed.
• Maintain and improve systems and checklists for transactions, leads, marketing, and events, making sure everyone knows who does what and by when.
• Monitor all lead sources, ensure quick response, and keep simple, reliable follow-up plans so clients never feel forgotten.
• Support client communication with clear “what happens next” updates and check-ins, while keeping the team leader as the primary relationship.
• Plan and coordinate client events, street fairs, and expos, including timelines, vendor outreach, sponsor ships, and logistics, so events run smoothly.
• Run local errands in and around Union County and Essex County as needed.
• Maintain the Team Leader’s calendar and priorities, protecting lead generation time and organizing key meetings and tasks, using technology tools to keep everything current and predictable.
• Suggest better systems, speak up when something is off, and take the lead on getting things across the finish line.

• Lives within a reasonable commute to Westfield, New Jersey, with reliable transportation for local errands in Union County and Essex County.
• Licensed real estate agent or willing and able to become licensed quickly.
• Two or more years of experience in real estate operations, transaction coordination, executive assistance, or a similar support role where you owned processes and deadlines.
• Enjoys routines, checklists, and structure, and takes pride in keeping files, timelines, and communication organized.
• Confident communicator by phone, email, and text, able to explain the process calmly to clients and work professionally with attorneys, lenders, and vendors.
• Comfortable with technology and learning new platforms, including MLS, CRMs, and Google.
• Workspace and AI tools are used to speed up writing and organization.
• Steady, calm personality that can support a fast-paced, direct Team Leader, ask clarifying questions, and hold the line on priorities without drama or defensiveness.