Executive Assistant & Office Operations Coordinator

Summary

We’re looking for a highly organized and proactive Executive Assistant to support the Broker/CEO and leadership team of a fast growing real estate brokerage. This role is essential to the smooth day-to-day operations of Zander Realty Group. You’ll manage schedules, oversee communication, coordinate marketing and client services, and ensure our team and clients experience seamless, professional interactions.

This is an opportunity to join a fast-growing real estate brokerage where your role directly impacts the efficiency, reputation, and growth of the company.

Responsibilities

The Executive Assistant will serve as a strategic support partner to the CEO, helping manage priorities, protect time, and ensure consistent execution across leadership, recruiting, and operations.

Executive & Calendar Support

• Manage the CEO’s calendar, including scheduling, rescheduling, prioritization, and conflict resolution
• Serve as gatekeeper for meeting requests, ensuring alignment with priorities
• Coordinate internal and external meetings, including agendas, reminders, and follow-ups
• Maintain focus blocks and enforce scheduling standards on behalf of the CEO
  
  

Meeting & Follow-Up Management

• Prepare agendas and materials for meetings as needed
• Take notes during key meetings and distribute action items
• Track follow-ups, deadlines, and next steps to ensure nothing falls through the cracks
• Proactively remind the CEO and team members of outstanding items
  
  

Recruiting & Onboarding Support

• Coordinate recruiting calls, interviews, and follow-ups
• Track recruiting pipeline activity and candidate status
• Assist with recruiting events, information sessions, and outreach logistics
• Support new agent onboarding coordination (scheduling, paperwork tracking, internal communication)
  
  

Event & Project Coordination

• Assist with planning and execution of team events, trainings, and company initiatives
• Coordinate vendors, RSVPs, timelines, and internal communication for events
• Maintain project timelines and task lists to ensure deadlines are met
  
  

Operations & Administrative Support

• Act as a central point of organization for CEO-related projects and initiatives
• Maintain organized records, documents, and internal resources
• Draft and send professional internal and external communications as needed
• Support day-to-day operational tasks that improve efficiency and consistency
  
  

CRM Oversight & Reporting (Oversight Only)

• Monitor CRM activity and data hygiene (notes, follow-ups, task completion)
• Flag issues, trends, or gaps for leadership attention
• Generate basic reports or summaries to support accountability
• Coordinate with agents or leadership to resolve missing or incomplete information
  
  

General Expectations

• Anticipate needs and proactively solve problems
• Handle sensitive and confidential information with discretion
• Communicate clearly, professionally, and promptly
• Represent the CEO and company with professionalism at all times
  
  

Success In This Role Looks Like

The CEO has a well-managed calendar, meetings are purposeful and followed through, recruiting and events run smoothly, and key details are handled without constant oversight. By 90 days, this role should meaningfully reduce the CEO’s administrative burden and improve operational flow.

Qualifications

Required Qualifications

• 2 years of experience in an administrative, executive support, operations, or coordination role
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills
• High attention to detail and follow-through
• Comfortable working in a fast-paced, dynamic environment
• Strong time management skills and ability to anticipate needs
• Professional judgment and discretion when handling sensitive or confidential information
• Proficiency with common productivity tools (Google Workspace, email, calendars, spreadsheets)
• Ability to learn new systems and technology quickly
  
  

Preferred Qualifications (Nice To Have, Not Required)

• Experience supporting a founder, executive, or leadership team
• Exposure to real estate, sales, recruiting, or service-based businesses
• Experience coordinating events, meetings, or projects
• Familiarity with CRM systems or task management tools
• Prior experience in a growing or entrepreneurial organization
  
  

Personal Attributes We Value

• Proactive and solution-oriented mindset
• Calm under pressure and adaptable to change
• Comfortable managing up and asking clarifying questions
• Strong sense of ownership and accountability
• Professional, reliable, and trustworthy
  
  

About-our-team

At Zander Realty Group, we strive to provide the highest level of service to our clients. We do this through superior technology that maximizes the reach of our efforts, teamwork & supportive collaboration, deliberately-formed positive habits, and a culture of exceptional performance. We show up each day with a smile, and a positive attitude towards breaking previous records. Zander Realty Group’s clients realize success because we invest in our people. When committed individuals have the education, tools, and the support they need to thrive, excellence is achieved. Join us and get ready to be the best version of yourself.