Executive Assistant - Millbrae

Executive Assistant & Sales Support We're looking for someone organized, proactive, and ready to own the operational backbone that keeps a CEO and sales pipelines running smoothly. · At OWN Real Estate, we help over 100 families each year buy and sell homes across the Bay Area. W ...

Job description

Executive Assistant & Sales Support

We're looking for someone organized, proactive, and ready to own the operational backbone that keeps a CEO and sales pipelines running smoothly.

At OWN Real Estate, we help over 100 families each year buy and sell homes across the Bay Area. We're a 20-agent team producing $200M+ annually, backed by 15 years of operating experience.

We're also building Studio 1651, our in-house media agency, which means this role touches real estate operations, content production, and business development.

The Company

Own Real Estate has been a trusted name in real estate since 2004, known for delivering excellent service through a team of specialists who collaborate to achieve clients' buying, selling, and investment goals.

We help over 100 families each year buy and sell homes across the Bay Area. We're a 20-agent team producing $200M+ annually, backed by 15 years of operating experience.

We're also building Studio 1651, our in-house media agency, which means this role touches real estate operations, content production, and business development.

The Role
You'll work directly with our CEO across executive support, sales pipeline management, and operational coordination:

Executive Support & Communications (40%) — Manage CEO's professional calendar with strategic intent, ensuring high-priority activities get protected time. Triage and manage email inbox, drafting responses and flagging urgent items. Coordinate meetings with internal and external stakeholders including clients, vendors, partners, and professional networks. Handle travel arrangements, events, and special projects. Act as gatekeeper and first point of contact for CEO communications.
Sales Pipeline Support (30%) — Manage seller lead pipeline follow-up and conversion tracking. Ensure timely responses to inbound inquiries and coordinate listing consultations. Monitor pipeline health across seller leads, recruiting candidates, and commercial opportunities. Update CRM records, track metrics, and provide regular pipeline reports. Support business development initiatives with research, outreach coordination, and relationship management.
Operations & Team Coordination (30%) — Build and document efficient workflows and systems to enhance operations. Support recruiting and retention efforts to attract and retain top talent. Coordinate content creation for social media and newsletter campaigns. Manage relationships with vendors and service providers. Assist in scaling ancillary businesses like staging and cleaning services. Conduct regular reviews of key performance indicators to support informed decision-making. Act as connector within the team, fostering strong relationships and representing professional standards.

What You'll Do

Executive Support
Manage CEO calendar with strategic prioritization (not just Tetris)
Triage inbox and manage email communications—draft responses, flag urgencies, filter noise
Coordinate internal and external meetings with proper prep and follow-up
Handle scheduling conflicts and last-minute changes efficiently
Prepare meeting agendas, materials, and post-meeting action items
Manage travel logistics and special events
Serve as professional gatekeeper for CEO's time and attention
Sales & Pipeline Management
Monitor seller lead pipeline and ensure timely follow-up
Coordinate listing consultation scheduling and confirmations
Track recruiting candidate pipeline and interview coordination
Update CRM with accurate records across all pipelines
Generate weekly pipeline reports and conversion metrics
Support outreach campaigns with personalized communications
Identify stuck deals or dropped balls and flag for attention
Coordinate between CEO, agents, and prospects to move opportunities forward
Operations & Content
Build standard operating procedures and workflow documentation
Support recruiting efforts with candidate communications and scheduling
Coordinate social media content calendar and posting schedule
Manage newsletter campaigns and audience engagement
Maintain vendor relationships and service provider coordination
Track KPIs across business units and prepare performance summaries
Support special projects including ancillary business development
Act as team liaison fostering internal communication and culture

What We're Looking For


Required:
3+ years experience as Executive Assistant, Operations Coordinator, or similar role
Proven ability to manage complex calendars and prioritize competing demands
Strong written and verbal communication skills with professional polish
Experience managing CRM systems or sales pipelines
Highly organized with excellent attention to detail and follow-through
Self-directed and proactive—identifies what needs to happen without being told
Comfortable with technology and learning new platforms quickly
Discretion with confidential and sensitive information

Preferred:
Experience in real estate, sales, or fast-paced entrepreneurial environment
Familiarity with sales pipeline management and lead tracking
Background supporting C-level executives or business owners
Experience with marketing automation, social media management, or content coordination
Project management skills across multiple concurrent initiatives
Knowledge of Bay Area real estate market

Personal Attributes:
Anticipates needs before being asked
Thrives in organized chaos and shifting priorities
Solutions-oriented with strong problem-solving instincts
Comfortable saying no on behalf of CEO when appropriate
High emotional intelligence and relationship management skills
Team player who can also work independently
Resourceful and adaptable with can-do attitude
Professional representation of CEO and company brand

Details
Full-time position, hybrid work environment (in-office and remote based on business needs)
Primarily based in Northern San Mateo County (Millbrae/South San Francisco area)
Occasional evening/weekend availability for events or urgent matters

Salary:
$85,000 - $120,000 depending on experience
Health insurance and benefits package
Professional development opportunities
Real growth potential as the business scales

What We Offer
Direct partnership with CEO in a high-growth business
Visibility into strategic decisions and business operations
Opportunity to build systems and processes that scale
Collaborative team culture with room to make real impact
Variety in day-to-day work across multiple business functions
Clear growth path as responsibilities and business expand

If you're organized, proactive, and want to be the operational force multiplier that keeps a CEO and sales pipelines running at peak efficiency, we'd like to hear from you.

To Apply:
Send your resume and brief note about your executive support experience to