What are the responsibilities and job description for the Executive Assistant & Transaction Coordinator position at Shepherd Real Estate Team @ CØMPASS?
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 yearlyResponsibilities:Transaction & Listing CoordinationManage listing coordination from pre-MLS preparation through close of escrowManage buyer-side and seller-side transactions from contract to close with accuracy and professionalismServe as the primary point of contact for clients, agents, vendors, escrow, and lenders throughout every transactionBuild, maintain, and continuously improve checklist-based systems for every stage of the listing and transaction processKeep sellers proactively informed at every milestone using structured communication systems, automated updates, and personal outreachSupport agent-facing coordination to ensure the team operates efficiently, and nothing falls through the cracksClient Communication & ExperienceMaintain high communication standards across all parties, including clients, agents, vendors, and partnersRepresent the team professionally on video calls and in all written and verbal client-facing communicationCoordinate client gifting and personal touches that reinforce the client experienceAnticipate client and team needs before they are expressed and address them proactivelyTechnology, AI & SystemsUse AI tools, including Claude, ChatGPT, and others, to draft communications, streamline workflows, and support daily operationsHelp build, refine, and maintain AI-assisted systems and automations that increase team consistency and save timeCreate, follow, and improve checklist-based SOPs for transactions, listings, and all client communication touchpointsIdentify inefficiencies and proactively bring innovative, tech-forward solutions to the teamManage and maintain Follow Up Boss CRM, ensuring all contacts, pipeline, notes, and tasks are accurate and currentLearn and operate Sisu for transaction tracking and team performance reportingStay current on emerging tools and bring forward-thinking ideas to how the team operatesExecutive & Administrative SupportProvide high-level administrative and executive support to the team leadManage calendars, Calendly scheduling, appointments, and team meetingsHandle communication management across email, phone, and platformsSupport social media maintenance, including posting provided content and platform upkeep (not content creation)Coordinate personal and professional errands and travel planningAssist with basic bookkeeping tasks as neededQualifications:Required2 years of experience in transaction coordination, real estate administration, or a comparable executive support roleAdvanced transaction coordination experience on both the buyer and listing sidesProficient in Follow Up Boss or a similar CRM, with a strong willingness to learn new platforms quicklyGenuine enthusiasm for artificial intelligence and a track record of, or strong eagerness to, build and use AI-powered tools and systemsProactive, forward-thinking mindset — you anticipate needs and solve problems before they escalateExceptional attention to detail with the ability to manage multiple transactions and priorities simultaneouslyOutstanding written and verbal communication skillsCalm, steady, and reliable under pressure and in fast-moving environmentsHigh level of discretion when handling confidential client and business informationClient-service mindset with a warm, professional, and approachable demeanorProficient in G-Suite, Windows, and iOSValid California driver's license and reliable transportationCalifornia Real Estate License, or willingness to obtain immediately upon hirePreferredExperience with Sisu, SkySlope, or similar real estate transaction platformsFamiliarity with AI tools such as Claude or ChatGPT in a professional or workflow-building capacityExperience supporting a team lead or executive in a high-volume real estate environmentDemonstrated ability to build or improve systems, checklists, or SOPsAbout CompanyThe 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.
Salary : $60,000 - $70,000