Real Estate Executive Assistant

Sumsion Real Estate; Provo (UT); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Health, dental, vision reimbursement

Retirement plan with 3% employer match

14 days of paid time off

8 holidays

Utah real estate license paid in full

Extracurricular development support

Job summary

Sumsion Real Estate in Provo, UT seeks a highly organized Executive Assistant to support day-to-day operations across luxury residential, new construction, land development, and commercial real estate. You will coordinate showings, closings, and marketing efforts, ensuring deadlines are met and client communications stay timely.

The role emphasizes being proactive, detail-oriented, and tech-savvy, with 1–2 years of real estate experience preferred but not required.

Qualifications

• Real estate experience (1–2 years) ideal but not required.
• Sharp, dependable, resourceful, and eager to learn.
• Ability to run point on day-to-day operations, coordination, and marketing execution.

Responsibilities

• Manage calendars, appointments, and scheduling across showings, closings, and meetings.
• Monitor and triage email and client communications to keep work moving.
• Maintain client and transaction databases (Notion, GoHighLevel CRM, Sisu).
• Prioritize daily tasks and meet deadlines.
• Prepare buyer and seller appointment packets and other client-facing documents.
• Track contracts, deadlines, and documents from execution to closing using Sisu.
• Coordinate with lenders, title companies, inspectors, and agents to keep transactions moving.
• Draft and organize CMAs and property research.
• Maintain up-to-date files for each active transaction.
• Schedule and coordinate property showings.
• Research properties and gather relevant information for buyers.
• Prepare property books and materials for buyer meetings.
• Set up customized property searches.
• Research new listings and assist with listing documentation.
• Coordinate photography, signage, and listing launch logistics.
• Draft listing descriptions and communications for broker review.
• Enter and manage MLS listings; ensure accuracy and completeness.
• Publish and display listings on third-party sites.
• Prepare weekly listing updates and client feedback summaries.
• Support new construction walkthroughs and open houses.
• Create marketing materials for listings, including social media and print collateral.
• Support social media scheduling and content for listings and branding.
• Collaborate on email newsletters and client communications.
• Upload and organize property videos across platforms.
• Develop property marketing plans and execute strategies.

Skills

Organization

Communication

Time management

Attention to detail

Tools

Notion

GoHighLevel

Sisu

Job description

We are seeking a highly organized and proactive Executive Assistant to join our team. We focus on luxury residential, new construction, land development, and commercial real estate across Utah. This individual would learn to run point on day-to-day operations, listing/transaction coordination, and marketing execution.

This role suits someone who thrives in a fast-paced environment, managing multiple priorities with confidence, and brings sharp attention to detail.

Real estate experience (1–2 years) is ideal but not required. Applicants can come from outside the real estate industry: if you're currently coordinating complex, deadline-driven work for clients who are anxious about money and timing, you have the foundation. What matters most is that you're sharp, dependable, resourceful, and genuinely excited to learn.

Key Responsibilities

Executive & Administrative Support

• Manage calendars, appointments, and scheduling across showings, closings, and meetings
• Monitor and triage email and client communications, keeping everything moving and nothing unanswered
• Maintain and organize client and transaction databases (Notion, GoHighLevel CRM, Sisu)
• Prioritize daily tasks and keep deadlines
• Prepare buyer and seller appointment packets and other client-facing documents

Transaction Coordination

• Track contracts, deadlines, and required documents from execution to closing using Sisu software
• Coordinate with lenders, title companies, inspectors, and other agents to keep transactions moving
• Draft and organize comparative market analyses (CMAs) and property research
• Maintain accurate, up-to-date files for each active transaction

Buyer Support

• Schedule and coordinate property showings
• Research properties and gather relevant information for buyers
• Prepare polished property books and materials for buyer meetings
• Set up and maintain customized property searches based on buyer needs

Listing Support

• Research new and prospective listings, including property details, title, and other relevant documentation
• Assist with preparing necessary documents and materials for new listings
• Coordinate photography, signage, and listing launch logistics
• Draft listing descriptions and introductory communications for broker review
• Enter and manage listings in the MLS, ensuring all information is accurate and documents are complete
• Ensure listings are published and displaying correctly on relevant third-party websites
• Prepare weekly listing updates, showing activity, and client feedback summaries
• Support new construction walkthroughs, including feature placards and buyer-facing materials
• Help plan and staff open houses

Marketing Support

• Create and coordinate marketing materials for listings: social media graphics, print collateral, and video coordination
• Assist with social media scheduling and content for active listings and brokerage branding
• Collaborate on email newsletters and other client-facing communications
• Upload and organize property videos across relevant platforms
• Develop individual property marketing plans and help execute strategies for each listing
• Coordinate listing placements in relevant print and digital publications
• Support event planning and promotion for open houses and community events

Ideal Candidate Persona

• Proactive and resourceful, comfortable figuring out what needs to happen next without being told
• You think weeks and months ahead, because that's how you're wired
• A strong communicator, professional and responsive with clients, agents, vendors, and the team
• Comfortable with receiving direct feedback and respectfully pushing back when you see it differently
• Tech-savvy and quick to pick up new tools and systems

Schedule

In person, Provo, UT. Hours 8:30-5:30, Monday through Friday.

• $65,000–$75,000 per year, based on experience.
• Health, dental, and vision reimbursement of $500 per month to put toward the individual plan of your choice
• Retirement plan with a 3% employer match, dollar-for-dollar
• 14 days of paid time off per year
• 8 paid holidays annually, separate from and in addition to PTO
• Utah real estate license paid in full, including exam fees and renewal, for candidates who don't already hold one
• Extracurricular development support, we cover activities that build your skills and growth, which may include conferences, courses, or travel