Executive Assistant & Operations Coordinator

At Waldman & James, we believe that home ownership gives us a sense of place, personal culture, and meaningful connection to our neighborhoods and greater community. It’s one of the most meaningful ways people build stability and invest in their future. Our purpose is to improve the lives of our clients by showing up as proactive, trusted advisors, providing value well beyond a single transaction.We are a relationship-driven team that values growth, genuine connection, trust, and taking responsibility for our work. We are seeking a highly organized and dependable Executive Assistant & Operations Coordinator to help support the day-to-day administrative, operational, and marketing functions of our business. This role plays an important behind-the-scenes part in helping our team stay organized, operate efficiently, and deliver a consistent, high-quality client experience.The Opportunity: Executive Assistant & Operations CoordinatorWaldman & James Realty Group is seeking a proactive and detail-oriented Executive Assistant & Operations Coordinator to support the daily operations of our growing real estate team. This role is ideal for someone who enjoys creating organization, keeping projects moving, supporting a busy team, and ensuring details do not fall through the cracks.The right person is highly organized, resourceful, adaptable, and comfortable managing a wide variety of administrative, operational, and client service responsibilities in a fast-paced environment. This is a hands-on support and coordination role that requires strong follow-through, responsiveness, attention to detail, and a willingness to jump in wherever needed to support the team and client experience.About You:You are highly organized, dependable, and proactive, with a strong attention to detail and a natural ability to keep people and projects on track. You enjoy supporting a busy team, creating structure, and helping day-to-day operations run smoothly. You take pride in follow-through, responsiveness, and making sure details do not fall through the cracks.You are comfortable managing a variety of administrative, operational, and client service tasks in an environment where priorities can shift throughout the day. You communicate professionally, maintain a positive attitude under pressure, and are willing to assist with both routine and high-priority responsibilities.You enjoy working within established systems and processes while also contributing ideas for improving efficiency and organization. You are resourceful, eager to learn, and comfortable learning new tools, systems, and processes independently when needed.The Executive Assistant and Operations Coordinator plays a key role in supporting and strengthening our business- helping our team operate with consistency, efficiency, and a high level of care. The ideal candidate is someone who enjoys being a reliable behind-the-scenes partner and finds satisfaction in helping a team operate at a high level.Core Responsibilities:Operations & Coordination Duties●       Help maintain organized systems, workflows, and processes to support efficient day-to-day team operations●       Maintain client files, transaction records, and related documentation in an organized and compliant manner●       Track active buyers, sellers, transactions, deadlines, and follow-up items within CRM and transaction management systems●       Maintain CRM systems, database organization, pipeline tracking, and related follow-up processes●       Coordinate with transaction coordinators, vendors, and service providers to help ensure smooth transactions and client experiences●       Assist with weekly planning meetings, team organization, and tracking action items and prioritiesOffice and Administrative Duties●       Provide administrative support to agents including calendar coordination, client communication, email support, research, and scheduling assistance●       Manage office organization, supplies, mail, scanning, document preparation, and general administrative tasks●       Organize home tours and prepare agent and client materials as needed●       Maintain organized electronic files and shared team resources within Google Drive and related systems●       Assist with client gifts, signs, lockboxes, promotional materials, inventory, and other team support needs●       Support additional administrative and miscellaneous tasks as needed to help the team operate smoothlyMarketing & Client Support Duties●       Support CRM campaigns, client database management, and communication efforts in coordination with lead agents●       Prepare listing presentation packages, marketing materials, and related client-facing documents●       Assist with marketing initiatives including social media support, vendor coordination, photography scheduling, and content updates●       Help coordinate client events, team events, and community outreach activities●       Provide responsive support for client service needs, vendor coordination, and administrative issue resolution●       Assist with maintaining Brivity systems, automations, and related operational toolsQualifications:●       Minimum of 12 months of real estate experience ●       Previous administrative, coordinator, or office support experience in a fast-paced environment●       Strong organizational skills and attention to detail●       Excellent written and verbal communication skills●       Ability to manage multiple responsibilities and prioritize effectively●       Familiarity with Microsoft Office Suite and Google Workspace●       Experience with Brivity CRM or similar real estate CRM platforms preferred●       Experience using Canva or similar design tools preferred●       Associate’s or undergraduate degree preferred