What are the responsibilities and job description for the Real Estate Executive Assistant position at Legacy?
Job Description
We're looking for a sharp, organized, and client-focused Real Estate Executive Assistant & Listing Manager to join a high-performing real estate agent. This is a full-time, in-person role where you'll be the operational engine behind every listing — from the first appointment through closing day and beyond.
You'll take ownership of listing coordination, marketing, social media, and client communication while keeping the business running smoothly behind the scenes. If you love checking things off, tracking information and data, thrive in a fast-moving environment, and take pride in making both clients and your agent look great, this role is for you.
Benefits
Annual Base Salary Bonus Opportunities
Paid Time Off (PTO)
Hands on Training
Career Growth Opportunities
Professional Work Environment
Profitability Bonuses
Holidays Off
Equipment Provided
Responsibilities
Listing Coordination & Transaction Management
We're looking for a sharp, organized, and client-focused Real Estate Executive Assistant & Listing Manager to join a high-performing real estate agent. This is a full-time, in-person role where you'll be the operational engine behind every listing — from the first appointment through closing day and beyond.
You'll take ownership of listing coordination, marketing, social media, and client communication while keeping the business running smoothly behind the scenes. If you love checking things off, tracking information and data, thrive in a fast-moving environment, and take pride in making both clients and your agent look great, this role is for you.
Benefits
Annual Base Salary Bonus Opportunities
Paid Time Off (PTO)
Hands on Training
Career Growth Opportunities
Professional Work Environment
Profitability Bonuses
Holidays Off
Equipment Provided
Responsibilities
Listing Coordination & Transaction Management
- Prepare and deliver pre-listing packages, coordinate photography, staging, signage, and MLS input from day one through closing
- Place and manage directional signage: set out, maintain, and retrieve directional signs and riders for open houses and showings; track inventory and condition
- Prepare listing marketing: design and produce property flyers, just-listed cards, email campaigns, and digital ads for each new listing using Canva and the team's brand templates
- Coordinate open houses and showings: schedule, set up, and support open house events; prepare materials, manage sign-in, and follow up with attendees
- Track active listings and transactions: maintain shared listing and transaction trackers; keep all deadlines, status updates, and documents current
- Transaction tracking: monitor all active purchase and sale transactions from contract to close, ensuring all contingency deadlines, inspection periods, and closing milestones are met; communicate proactively with clients, agents, title, and lenders to keep every deal on track.
- Calendar management: schedule appointments, listing presentations, client meetings, and events; anticipate conflicts and keep the day running smoothly
- Maintain the operations manual: document systems, checklists, and standards so the business runs consistently
- Organize and maintain electronic and physical filing systems.
- Serve as the primary point of contact — respond promptly and professionally to clients, agents, and vendors on behalf of the team
- Manage client touchpoints — coordinate thank-you notes, closing gifts, milestone recognition, and review requests; maintain the CRM with current contact records
- Support client events — assist with planning, logistics, set-up, and day-of coordination for appreciation events, pop-bys, and seasonal gatherings (some weekend availability required)
- Support the team with various projects and initiatives as needed.
- Manage and grow the team’s social media presence across Instagram, Facebook, and other relevant platforms; create and schedule engaging content including new listings, market updates, community spotlights, and behind-the-scenes posts.
- Shoot, edit, and publish short-form video content (Reels, TikToks, YouTube Shorts) for property highlights, neighborhood tours, and team branding using tools such as CapCut, Adobe Premiere, or similar.
- Maintain a consistent posting calendar and monitor engagement metrics; respond to comments and DMs in a timely, on-brand manner.
- Collaborate with the agent to develop content ideas that build audience, generate leads, and reinforce the team’s market expertise.
- Active real estate license preferred — or a genuine willingness to obtain one
- Prior experience in real estate administration, listing coordination, or as an executive assistant strongly preferred
- Exceptional organizational skills — able to juggle multiple active listings and deadlines without dropping the ball
- Proficient in Google Workspace, Canva, and CRM platforms; comfortable with MLS systems
- AI-proficient and tech-savvy: comfortable leveraging AI tools (ChatGPT, Claude, or similar) to draft communications, streamline workflows, research, and improve productivity; quick to learn and adopt new software
- Strong written and verbal communication skills with a professional, warm client-facing presence
- Proactive, resourceful, and able to anticipate needs before being asked
- Available for occasional weekends for open houses, directional placement, and client events