Executive Assistant - Real Estate Operations & Transactions

Job Description

Job Description

We are seeking a full-time, professional, proactive, and highly organized Executive Assistant to support a busy, high-performing, faith-based real estate team . This position works closely with the Employing Broker/Owner and is responsible for supporting both executive priorities and the daily execution of the business.

This role goes far beyond traditional administrative support. The ideal candidate has hands-on real estate experience and is confident managing contracts, transactions, timelines, client communication, office operations, and event coordination . You will be trusted with sensitive information, fast-moving deadlines, and high-touch client interactions from contract to close.

$25 - $35 hourly

• Maintain the CRM and transaction management systems, ensuring all client and deal data is accurate and up to date
• Manage client gifting initiatives, including closing gifts, milestone gifts, and client appreciation programs
• Maintain gifting and event calendars to ensure timely and consistent client touchpoints
• Coordinate client appreciation events, educational events, team events, and community-facing events
• Manage priorities with a strong understanding of real estate deadlines
• Screen, prioritize, and communicate time-sensitive information related to active transactions
• Prepare, review, and manage real estate contracts, amendments, disclosures, and addenda
• Track all contract deadlines, contingency dates, inspection periods, and closing timelines
• Coordinate with title, escrow, lenders, inspectors, appraisers, and cooperating agents to ensure smooth transactions
• Maintain accurate and compliant transaction files in accordance with brokerage and state regulations
• Assist with contract execution, document compliance, and post-closing file organization
• Create, document, and improve Standard Operating Procedures (SOPs) related to transactions, client care, and internal workflows
• Manage national agent referrals and referral documentation
• Show properties on occasion, as needed
• Support special projects, events, and business initiatives as assigned
• Other duties as assigned

• Excellent communication skills, time management skills, interpersonal skills, and organizational skills

• Bachelor’s Degree, Associate Degree, or equivalent professional experience

• Proven experience working in real estate as a Transaction Coordinator, Executive Assistant in real estate, Licensed Assistant, or similar role

• Strong working knowledge of real estate contracts, timelines, and compliance requirements

• Ability to manage multiple assignments with accuracy and urgency

• Excellent written and verbal communication skills with clients and professionals

• Highly organized, detail-oriented, and deadline-driven

• Comfortable working in fast-paced, high-accountability environments

• Technically proficient with Google Workspace/Microsoft Office and CRM systems

• Demonstrates discretion, professionalism, and confidentiality at all times

The Joan Pratt Group is a high-performing real estate team serving Colorado with excellence, integrity, and care. We believe real estate is more than transactions—it’s about stewarding people through major life transitions with clarity and trust.

We are a faith-based organization , and our Christian values guide how we lead, serve clients, and work together. We operate with honesty, accountability, humility, and a genuine desire to serve others well.

Our culture is fast-paced, high-expectation, and highly organized . We value hard work, ownership, clear communication, and innovation. Systems, technology, and continuous improvement are essential, paired with a white-glove client experience.

We are deeply rooted in our local community and committed to making a positive impact. Team members are expected to align with our values, act with integrity, and contribute meaningfully.

If you’re looking for a purpose-driven, fast-moving team where excellence is expected, you’ll feel at home here.