Executive Assistant & Operations Coordinator

Executive Assistant & Operations Coordinator

Ryan Ivie Real Estate | Davis County, Utah

Pay: Based on experience

Job Type: Part-time / Full-time

Work Location: Davis County, Utah (Hybrid, with regular in-person availability)

About the Role

We're looking for a highly organized, proactive, and resourceful Executive Assistant & Operations Coordinator to work directly alongside Ryan Ivie, a top-producing real estate agent with more than 25 years of experience.

This isn't your typical real estate assistant position.

We're looking for someone who understands the real estate industry but also brings strong organizational, leadership, and problem-solving skills to the table.

The ideal candidate has experience working in real estate, understands the buying and selling process, and is comfortable communicating with clients, agents, lenders, title companies, and other professionals involved in a transaction.

However, this role goes well beyond transaction coordination.

Ryan has an established network of transaction coordinators, marketing professionals, vendors, and other specialists. Your responsibility is to coordinate these moving pieces, keep people accountable, and ensure the business operates smoothly.

You'll act as Ryan's right hand, managing priorities, coordinating client communication, overseeing projects, delegating tasks, and identifying ways to make the business more efficient.

We're especially interested in someone who has previously worked as a real estate assistant, transaction coordinator, or in a similar support role and is ready to take on greater responsibility.

Above all, we're looking for someone who can think independently, anticipate needs, and turn ideas into completed projects without constant direction.

Key Responsibilities

Executive & Daily Operations Support

• Manage Ryan's calendar, appointments, reminders, and daily priorities.
• Anticipate upcoming needs, deadlines, and commitments before they become urgent.
• Keep track of tasks, projects, and follow-ups to ensure nothing falls through the cracks.
• Help Ryan stay focused on high-value activities by handling and delegating administrative responsibilities.
• Identify inefficiencies and proactively recommend solutions.

Real Estate & Client Coordination

• Serve as a professional and knowledgeable point of contact for buyers, sellers, and business partners.
• Understand the stages of a real estate transaction, including contracts, contingencies, inspections, appraisals, financing, and closing.
• Coordinate with the transaction coordinator to stay informed on active transactions, important deadlines, and next steps.
• Communicate relevant updates to Ryan and clients in a timely, professional manner.
• Help prepare and coordinate listing-related documents, appointments, and administrative tasks.
• Assist with transaction coordination responsibilities when needed, within the scope of applicable licensing requirements.
• Ensure clients receive a seamless, organized experience from initial contact through closing.

Team, Vendor & Project Coordination

• Delegate tasks to the appropriate team members, contractors, and specialists.
• Coordinate with marketing teams, transaction coordinators, photographers, vendors, and other service providers.
• Follow up on assigned work to ensure projects are completed correctly and on time.
• Help identify, source, and coordinate additional support when needed.
• Maintain accountability across the people and projects supporting the business.

Listing, Marketing & Event Coordination

• Coordinate listing preparations, photography appointments, signage, and other listing-related logistics.
• Organize open houses, including scheduling agents, coordinating signage, and ensuring everything is prepared.
• Work with the marketing team to ensure social media content, advertising, and other projects are moving forward on schedule.
• Review basic marketing deliverables for accuracy, professionalism, and brand consistency.
• Help coordinate client events, appreciation activities, and other business initiatives.

This is primarily an executive support and operations coordination position. While familiarity with real estate transactions is important, the role is not focused on personally processing every transaction or performing specialized marketing and creative work.

What We're Looking For

More than anything, we're looking for someone who combines real estate knowledge with initiative, ownership, and strong organizational skills.

Required Qualifications

• Previous professional experience working in the real estate industry, preferably in an administrative, assistant, coordination, or operations capacity.
• Working knowledge of the residential real estate transaction process, including contracts, contingencies, deadlines, and closing procedures.
• Ability to communicate confidently and professionally with buyers, sellers, agents, lenders, title companies, and other real estate professionals.
• Highly proactive and self-motivated, with the ability to work independently.
• Excellent organizational and time-management skills.
• Strong problem-solving abilities and sound independent judgment.
• Comfortable delegating responsibilities and following up with others.
• Ability to balance multiple priorities in a fast-paced environment.
• Detail-oriented with the ability to see both the big picture and the small details.
• Comfortable using calendars, CRMs, project management tools, and other technology.
• Reliable, professional, personable, and accountable.
• Availability for a part-time or full-time position with regular in-person work in Davis County as needed.

Preferred Qualifications

• Experience as a real estate executive assistant, licensed assistant, transaction coordinator, listing coordinator, or operations manager.
• Experience supporting a top-producing real estate agent, team leader, or business owner.
• Active Utah real estate license.
• Experience coordinating multiple transactions or managing real estate office operations.
• Experience delegating responsibilities and coordinating teams, vendors, or outsourced professionals.
• Experience with real estate CRMs, MLS systems, Google Workspace, e-signature platforms, and transaction management software.

What Success Looks Like

You'll be successful in this position if:

• Ryan can focus more of his time on meeting with clients and selling homes.
• Active transactions stay organized, and Ryan remains informed without having to track down updates himself.
• Clients receive accurate, prompt, and professional communication.
• Projects and tasks get completed without Ryan having to constantly remind people.
• The right specialists are handling the right responsibilities.
• Appointments, listings, events, and marketing initiatives stay organized.
• You consistently recognize what needs to happen next and take action.

Ultimately, we're looking for someone who understands real estate, takes ownership of responsibilities, and can independently coordinate the people and resources needed to get things done.

How to Apply

Please submit your resume and answer the screening questions below.

We are especially interested in candidates with real estate experience who are ready to take on a broader executive support and operations role.

Application Questions

• What experience do you have working in the real estate industry, and what were your primary responsibilities?
• Have you previously worked as a real estate assistant, transaction coordinator, listing coordinator, or operations assistant? Please describe your experience.
• How familiar are you with residential real estate contracts, transaction deadlines, contingencies, and closing procedures?
• Do you currently hold an active Utah real estate license? (Preferred, not required.)
• Tell us about a time you identified a problem or something that needed to be done without being asked. What did you do, and what was the result?
• If your employer gave you an important project but little direction, how would you approach getting it completed?
• Describe your experience coordinating multiple people, vendors, or team members to accomplish a goal.
• What real estate CRMs, MLS systems, or transaction management platforms have you used?
• Are you comfortable communicating directly with clients and coordinating with agents, lenders, and title companies?
• Are you available for a part-time or full-time hybrid position in Davis County, Utah?

Pay: $20.00 - $30.00 per hour

Expected hours: 20.0 – 40.0 per week

Work Location: Hybrid remote in Farmington, UT 84025