Overview
Executive Assistant Jobs in Capitola at Surf City Estates Corp.
Executive Assistant – Real Estate | High-Performance Role
About the Role
We’re looking for an exceptional Executive Assistant to work directly alongside a top-producing Real Estate Agent. This is not a standard administrative job — real estate moves fast, deals don’t wait, and neither do our clients.
You’ll be the operational backbone of a busy real estate business: owning the calendar, managing the CRM, handling communications, meeting vendors at properties, running errands, and driving the agent to appointments so they can stay focused on what they do best. If you’re wired to solve problems, love a full plate, and take pride in being the reason everything runs smoothly — we want to hear from you.
What You’ll Be Doing
Calendar & Schedule Management
- Own and manage the agent’s full calendar — showings, client meetings, inspections, and vendor appointments
- Send confirmations and reminders to all parties and resolve conflicts before they happen
- Coordinate travel and logistics for interstate appointments when required
CRM & Database Management
- Keep the CRM updated daily — contacts, leads, buyer/seller records, and deal pipelines
- Ensure no lead or client falls through the cracks with consistent follow-up tracking
- Generate reports and maintain clean, accurate data at all times
Email Management
- Monitor, triage, and respond to emails on the agent’s behalf where authorized
- Draft professional client and vendor correspondence
- Keep the inbox clean, organized, and free of noise
Vendor Coordination & Property Access
- Liaise with vendors, tradespeople, and contractors on behalf of the agent
- Meet vendors at properties to provide access when the agent is unavailable
- Maintain a reliable vendor contact list for fast turnaround
Driving & Mobile Support
- Drive the agent to appointments, inspections, and client meetings as needed
- Enable productive use of travel time by handling calls, notes, and tasks on the go
- A reliable, presentable vehicle and clean driving record are required
Errands & General Support
- Handle business and personal errands — deliveries, printing, document collection, and more
- Source and arrange client gifts for settlements, birthdays, and referrals
- Take on ad-hoc tasks and special projects as they come up
Who You Are
- Calm and composed under pressure — busy days don’t rattle you, they energize you
- Proactive — you anticipate what’s needed and act before you’re asked
- A problem-solver who finds a way, not an excuse
- Obsessively organized with a genuine love of ticking things off a list
- A team player whose measure of success is how much you take off someone else’s plate
- Discreet and trustworthy with sensitive client and business information
What You’ll Need
- Proven experience in an executive assistant, personal assistant, or senior admin role
- Real estate experience highly regarded but not essential
- Strong CRM skills (Rex, HubSpot, Salesforce, or similar)
- Excellent written and verbal communication
- Proficient in Google Workspace or Microsoft Office
- Valid driver’s licence and clean driving record — driving is a core part of this role
- Own reliable, presentable vehicle
- Flexibility for occasional evenings or weekends during peak periods
This Role Is Right for You If…
You’re the kind of person who gets satisfaction from making someone else’s day easier. You don’t need to be micromanaged, you don’t drop the ball, and when something unexpected comes up — and in real estate it always does — you figure it out.
To apply, send your resume and a brief cover letter telling us why you’re the right person for this role.
A few things to keep in mind when posting on Indeed: set the job type to Full-Time, add your suburb for location targeting, and consider ticking "Requires driving" under qualifications so the right candidates self-select. You can also add a salary range if you’re open to it — listings with pay transparency typically get more applicants. Let me know if you’d like to tweak anything!
Pay: $52,742.41 – $63,517.74 per year
Work Location: In person
Title: Executive Assistant
Company: Surf City Estates Corp.
Location: Capitola
