IN-OFFICE EXECUTIVE ASSISTANT / TRANSACTION COORDINATOR

Summary The Executive Assistant / Transaction Coordinator (EA/TC) at high-end luxury team in Scottsdale, is a high-performance hybrid role requiring deep organizational capability, proactive client care, transaction precision, and operational excellence. This in-office role directly supports the Team Co-Found/Rainmaker and functions as the administrative backbone of the organization. The ideal candidate has proven experience supporting top-producing real estate teams, thrives under pressure, and brings a solutions-oriented mindset to a fast-paced, luxury-driven environment.

REQUIRED EXPERIENCE & QUALIFICATIONS

• Active Arizona Real Estate License (non-negotiable)
• Minimum 3 years in a real estate EA or TC role (luxury experience preferred)
• Familiarity with ARMLS, SkySlope, Command, Monday.com, and Google Workspace
• Mastery of contract timelines, disclosures, addenda, and file auditing
• Outstanding communication skills, written and verbal
• Proficiency in organizing complex calendars, meetings, and priorities
• Confident, calm, and clear under pressure with a no-excuses attitude

CORE RESPONSIBILITIES

Executive Assistant Duties:

• Maintain Rainmaker’s calendar, prioritize appointments, and adjust in real-time
• Draft, format, and manage communications (emails, reports, presentations)
• Track team metrics, manage reporting, and prepare summary dashboards
• Coordinate team meetings, agendas, and internal project follow-up
• Handle vendor and partner communication with professionalism and follow-through
• Maintain internal systems and operations manuals
• Manage marketing collateral approvals and listing packet oversight
• Provide onboarding assistance and setup for new agents and hires

TRANSACTION COORDINATION DUTIES:

• Own the contract-to-close process for all buyer and seller transactions
• Open escrow, manage timelines, verify contingencies, and ensure file compliance
• Communicate with clients, escrow, title, mortgage, appraisers, inspectors, and agents
• Draft addenda, coordinate repairs, and compile BINSR documentation
• Schedule walkthroughs, closings, and delivery of final documents
• Audit MLS statuses, update brokerage and back-end systems (e.g. Command, Monday.com)
• Gather and request 5-star reviews after closing; initiate home anniversary follow-ups