Industry: Real Estate Agents and Brokers
Company Size: 2-10 employees

Stephan Group Real Estate Brokerage

Savvy Admin PROD

**HIRING: Executive Assistant to CEO (Full-Time, In-Person – Michigan Based) **

**Location: ** Birmingham, MI and Newport Beach, CA.

**Type: ** Full-Time | In-Person | Travel Required

**About the Role: **

You will work directly with a high-performing entrepreneur who owns and operates multiple businesses, including a growing small multifamily real estate portfolio (hundreds of units), a real estate team, and an online education/coaching platform with hundreds of students in multiple countries.

*Must love dogs as we have 2 labradors.

This role requires someone who can operate at a high level across multiple businesses, operations, and personal logistics. You will be deeply involved in day-to-day execution, helping drive efficiency, protect the owners time, and ensure nothing falls through the cracks. If you need constant direction and can't work independently, this is not for you. If you take ownership, solve problems, and move fast, you will thrive.

**What You’ll Be Responsible For: **

**Executive Support **

- Manage CEO’s calendar, scheduling, and priorities

- Coordinate meetings, calls, events, and travel

- Filter communication and protect time aggressively of the CEO

- Household support - Walk dogs, organize home, light cleaning, manage cleaners, pool team, landscapers, etc

- Errands, scheduling, and coordination

**Business Operations **

-  Assist across multiple companies (real estate, brokerage, coaching)

-  Track key projects and ensure execution

-  Communicate with team members, vendors, brokers, and partners

-  Help implement systems and improve workflows

**Real Estate Support **

-  Coordinate with  our property management and internal team

-  Track deals, underwriting, and acquisition pipeline

-  Assist with due diligence, document organization, and closing processes

-  Help monitor performance metrics (NOI, occupancy, collections, etc.)

**Content & Brand Support **

-  Help coordinate content creation (YouTube, social media, email)

-  Organize shoots, schedules, and deliverables

-  Work with editors, marketers, and contractors

-  Ensure consistency and deadlines are met

**Travel & Logistics **

-  Book and manage travel (flights, hotels, events)

-  Be available to travel as needed

-  Assist with on-site coordination during events or property visits

Executive Assistant

Stephan Group Real Estate Brokerage is a trusted organization specializing in small multifamily and rental property real estate services. Located in the heart of Birmingham, MI, the company is dedicated to guiding clients in buying, selling, and managing properties with professionalism and care. Stephan Group focuses on building long-term relationships based on trust and delivering successful outcomes for both clients and partners.

We are seeking a highly organized, motivated, and client-focused professional to join our team as a Real Estate Transaction Coordinator and Showing Agent. This dual role is designed for someone who thrives in a fast-paced environment, enjoys both behind-the-scenes organization and client-facing interactions, and is eager to grow within the real estate industry.

This position requires a deep understanding of the real estate market both residential and multifamily, excellent communication skills, and a commitment to providing exceptional customer service. You will be responsible for guiding clients through the entire real estate process, ensuring they are informed and confident in their decisions.

Transaction Coordinator Duties (Administrative/Back-Office)

- Manage all aspects of real estate transactions from contract to close.

- Prepare, review, and organize transaction documents (purchase agreements, addendums, disclosures, etc.).

- Coordinate communication between clients, agents, lenders, inspectors, title companies, and other parties.

- Track important deadlines (contingencies, inspections, financing, closing dates) and ensure compliance.

- Maintain transaction checklists, databases, and CRM systems.

- Provide weekly updates to clients and agents regarding transaction progress.

- Ensure accuracy and compliance with brokerage and state regulations.

- Assist with listing coordination (MLS input, paperwork, scheduling photos, signage).

Showing Agent Duties (Client-Facing)

- Schedule and conduct property showings for buyers.

- Provide local market knowledge and highlight key features of homes.

- Gather client feedback and communicate to the lead agent.

- Assist clients with questions about the buying process, while referring negotiation/contract matters to the lead agent.

- Support open houses, broker tours, and client events as needed.

- Maintain professional communication and excellent customer service with buyers.

Skills

- Strong negotiation skills to advocate for clients effectively.

- Proficiency in marketing techniques to attract potential buyers or renters.

- Excellent customer service skills to ensure client satisfaction throughout the process.

- Proven sales experience in real estate or related fields.

- Knowledge of Fair Housing regulations and compliance requirements.

- Exceptional communication skills for clear interactions with clients and colleagues.

- Familiarity with property management practices is beneficial.

- Administrative experience to handle paperwork efficiently.

- Understanding of real estate law to navigate transactions smoothly.

- Strong organizational skills to manage multiple listings and client needs effectively. Join our team as a Real Estate Agent, where your expertise will help shape the future of our clients' real estate journeys.

Qualifications

- Active real estate license

- 1 year or more of experience

- Strong organizational skills and attention to detail.

- Excellent written and verbal communication.

- Ability to multitask and manage multiple deadlines.

- Customer-service mindset with a professional demeanor.

- Tech-savvy with proficiency in MLS systems, CRM platforms, DocuSign/Transaction Desk, and Google/Microsoft Office.

- Previous real estate, transaction coordination, or administrative experience preferred but not required.

- Flexible schedule, including evenings and weekends for showings.

This position is salary and commission.

Job Type: Full-time

Willingness to travel:

- 50% (Required)

Work Location: In person

Experience:

- Real estate sales: 1 year (Required)

- Real Estate License (Required)

Real Estate Transaction Coordinator

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Stephan Group Real Estate Brokerage

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