Executive Assistant & Transaction Coordinator

Tracy Boehme Realty Group

Pittsfield, Massachusetts

Tracy Boehme Realty Group is seeking a sharp, organized, high-capacity professional to

serve as Executive Assistant and Transaction Coordinator to a high-producing real estate

broker serving the Boston market.

This position is based in our Pittsfield back office initially. Over time, hybrid or remote

flexibility is possible for the right candidate once systems and communication are fully

aligned.

This is not a basic administrative role. This is a right-hand position to a highly strategic,

fast-moving business owner who is deadline-driven, motivated, and executing at a high

level. The right candidate will bring structure, organization, and disciplined follow-through

to support that execution.

Role Overview

This role has two core functions:

1. Executive Operations & Strategic Support

2. Transaction Management (from accepted offer through closing)

You will provide operational support, keep the business organized and on track, and work

closely with the broker to move the business forward while ensuring every transaction runs smoothly and closes on time.

Executive Operations Responsibilities

 Assist in annual, monthly, weekly, and daily planning

 Break long-term goals into actionable milestones and track progress

 Keep plans current and updated at all times

 Maintain clear visibility on the status of all active projects and initiatives

 Anticipate the broker’s needs and proactively prepare materials, follow-ups, and next

steps

 Manage two business email accounts and communicate professionally on behalf of the

broker

 Calendar management and scheduling

 Track company metrics and progress toward stated goals

 Maintain the company strategy plan document and ensure it stays current

 Assist with team leadership and HR-related coordination

 Help create standard operating procedures and playbooks for efficient team operations

 Support weekly team meetings and internal book club discussions

 Ensure deadlines are tracked and met without exception

Transaction Coordination Responsibilities

 Manage all details from accepted offer through closing

 Track deadlines, contingencies, inspections, financing timelines, and attorney

milestones

 Communicate with clients, attorneys, lenders, co-brokers, vendors, and team members

 Maintain organized digital and physical files

 Ensure compliance and documentation accuracy

 Identify and solve problems before they escalate

You will communicate directly with all parties once trained, including clients and industry

professionals.

Who You Are

 Exceptionally intelligent and highly capable

 Detail-oriented and systems-minded

 Proven at managing multiple deadlines simultaneously

 Calm under pressure

 Assertive enough to follow up and ensure completion

 Able to shift priorities quickly in a fast-paced environment

 Strong problem solver

 Responsive and action-oriented

 Skilled at prioritizing what matters most

 Open to feedback and eager to grow

 Invested in contributing to a strong team culture

 You appreciate structure, build systems, and follow through

Skills & Software

 Word and Google Docs

 Excel and Google Sheets

 Microsoft Office Suite

 Comfortable learning real estate platforms (training provided)

 Strong written communication skills

 Outstanding verbal communication skills

 Complete comfort making and receiving phone calls

Experience as an Executive Assistant in any industry or in a real estate operations role is

preferred but not required.

Schedule & Compensation

Full-time (40 hours per week)

$42,000 – $55,000 per year, adjusted for part-time schedule

In-office in Pittsfield during initial onboarding and training

What This Role Offers

 Meaningful responsibility

 Direct mentorship from a seasoned broker

 Opportunity to grow into a high-level operational role

 Long-term flexibility and autonomy

If interested, please:

1. Submit resume and cover letter as 2 separate PDFs through Indeed. Do not email.

2. Email a Voice Memo to tbrgcandidates at gmail.com with your name in the Subject Line. In the Voice Memo, please tell us briefly what appeals to you about this position.

3. Take the assessment on conscientiousness. If you’ve already taken it, please submit the results to us.

Thank you.

Job Type: Full-time

Pay: $42,000.00 - $55,000.00 per year

Work Location: In person