Job Description
Summary We are seeking an organized, proactive, and detail-oriented
Executive Assistant that will encompass
Real Estate Office & Transaction Coordinator duties to support our growing team.
The ultimate executor — the person who ensures that our contracts, clients, listings, marketing, and internal operations are running seamlessly. You'll play a vital part in managing the contract-to-close process, preparing listings for market, supporting our recruiting pipeline, and being a key touchpoint for both the office and the team.
If you thrive in a fast-paced environment, love real estate, enjoy turning chaos into clarity, and want to be a key member of a high-performing team, this role is for you.
Responsibilities Listing Coordination - Prepare and organize listing presentation materials for meetings with prospective sellers.
- Input new listings into the MLS, ensuring all property details, photos, and descriptions are accurate, compliant, and optimized for visibility.
- Prepare, organize, and obtain signatures for all listing-related documents, including listing agreements, disclosures, and required forms.
- Maintain accurate listing information across all platforms (MLS, company website, third-party portals).
- Monitor and update listing status, price adjustments, and showing feedback.
- Print and prepare high-quality marketing collateral including feature sheets, open house flyers, and brochures.
- Ensure all listing files are organized, current, and accessible in the team’s CRM or shared drive.
Transaction Coordination - Manage all contract-to-close details: track deadlines, coordinate with attorneys, lenders & clients.
- Maintain consistent communication with all parties to ensure smooth and timely closings.
- Provide clients with regular updates on transaction progress and upcoming milestones.
- Collect and organize all required compliance documentation for internal and brokerage records.
- Maintain transaction records in CRM (Brivity) and ensure all documentation is up to date.
- Manage post-closing tasks including archiving files, sending thank-you notes, and requesting client reviews
Office & Team Support - Maintain a clean, professional office space; manage supplies, deliveries, and team calendar.
- Greet recruits, vendors & clients visiting the office.
- Prep for team meetings (slide decks, music, Zoom links, room setup).
- Support team events with logistics, setup, and onsite coordination.
Local Operations & Property Support
- Pick up commission checks and closing documents from attorneys (if needed)
- Retrieve necessary documents from local town offices (e.g., permits, tax records, COs).
- Deliver and distribute marketing materials to various locations.
- Assist with lockbox placement, as needed.
- Run occasional errands related to real estate transactions and office needs.
Marketing & Social Support - Coordinate listing materials (flyers, postcards, signage, etc.).
- Capture behind-the-scenes team/event content and assist with posting.
- Ensure consistent branding across listing materials & platforms.
- Light assistance with newsletters or template creation as needed
Recruiting & Culture Support - Track and follow up with recruiting leads in Brivity (CRM).
- Apply auto-plans to recruit contacts and maintain pipeline accuracy.
- Welcome new agents: help deliver team swag, intro communications, and tour coordination.
- Be the “eyes and ears” of team morale, reporting observations to leadership.
- Support CEO and Director of Operations with small-scale recruiting admin and communication needs.
As we continue to grow, we're seeking a proactive, detail-oriented professional to take on a hybrid role that blends transaction coordination, operational support, and day-to-day office and team assistance.
This is a critical operations hire who will support both the CEO and Director of Operations to keep our agents, clients, and systems moving smoothly. Qualifications You are an organized, methodical and driven professional with a servant leader's heart. Your attention to detail is unsurpassed and you thrive on your high standards, quality of work and your ability to serve others. No task is too great or too small for you -- your primary motivation is to support leaders and you do it well.
- 2+ years of experience in real estate coordination, operations, or executive support.
- Strong knowledge of real estate processes and documentation (MLS, disclosures, contracts).
- Proficiency with technology and digital tools, including:
- CRM platforms (Brivity strongly preferred)
- MLS software (OneKey, SmartMLS, etc.)
- Google Workspace, Microsoft Office Suite
- Canva or other marketing design tools
- Calendar platforms (Calendly, Google Calendar syncing/troubleshooting)
- Exceptional organizational skills and attention to detail Excellent written and verbal communication skills
- High emotional intelligence and professional demeanor
- Proven ability to manage multiple projects with shifting priorities
- Confidence in working independently while being highly collaborative
- Valid driver’s license and reliable transportation for field errands
- Learning based, growth-minded
- Organized
- Excellent time management skills
- Quickly adapts to changing circumstances
About-our-team The Ricci Team is a top-performing real estate group serving New York, Connecticut, and the Greater NYC area. We specialize in luxury real estate, client-centric service, and a team-first culture.
The Ricci Team is a Partner location of PLACE. PLACE is the industry’s only all-in-one real estate platform providing technology and services to the top 1% of real estate agents delivering unparalleled consumer experiences.
Job Tags
Contract work, Local area, Shift work,