Executive Assistant & Operations Coordinator

Job Description

Job Description

The Grant Fetter Homes Team is seeking a highly organized, proactive, and trustworthy Executive Assistant & Operations Coordinator to provide direct support to the Team Lead while helping manage the daily administrative operations of a rapidly growing real estate organization.

This person will serve as the Team Lead’s administrative right hand—helping manage priorities, organize the calendar, prepare for meetings, track commitments, coordinate communication, and ensure important projects continue moving forward. The role will also support the team’s office operations, agent onboarding, marketing activities, client and recruiting events, lead-management systems, and internal processes.

This is not a passive administrative position. The right person will anticipate needs, take ownership of details, communicate confidently, and follow through without requiring constant reminders. You should enjoy creating structure in a fast-moving environment and be comfortable working closely with a business owner whose schedule and priorities can change quickly.

$21 - $24 hourly

• Support an executive with meeting preparation and take minutes
• Make sure executive schedules including travel arrangements, itineraries, and team meetings, are organized and up-to-date
• Perform basic bookkeeping duties
• Organize incoming information such as phone calls, voicemail messages, emails, and memos and report details to an executive
• Execute other tasks as assigned by executives like picking up orders, arranging personal appointments, etc.

• Provide direct administrative and organizational support to the Team Lead.

• Manage and organize the Team Lead’s calendar, appointments, meetings, deadlines, and priorities.

• Prepare meeting agendas, documents, reports, notes, and follow-up items.

• Track commitments, delegated projects, and outstanding tasks to ensure they are completed.

• Help organize and prioritize incoming requests, communications, and time-sensitive matters.

• Handle sensitive business, personnel, client, and financial information with complete confidentiality.

• Manage the daily administrative needs of the office and support agents and staff.

• Maintain accurate calendars, databases, checklists, records, and internal systems.

• Coordinate new-agent onboarding, training schedules, paperwork, technology access, and office preparation.

• Assist with incoming lead assignments, follow-up tracking, and CRM accuracy.

• Coordinate listing and marketing requests, social media projects, print materials, and vendor communication.

• Help plan and execute team meetings, training sessions, client events, and recruiting activities.

• Document and improve procedures, templates, checklists, and workflows as the organization grows.

• Identify potential problems, communicate them promptly, and help develop practical solutions.

• Strong organizational skills, communication skills, time management skills, and interpersonal skills
• Must be comfortable using Microsoft Office
• Experience handling confidential information and adhering to strict deadlines
• Possess a high school diploma, G.E.D. or equivalent
• 2+ years performing supportive duties in a personal assistant or executive assistant role, or similar

• At least two years of experience as an executive assistant, administrative assistant, office coordinator, or operations professional preferred.

• Exceptional organization, attention to detail, prioritization, and follow-through.

• Strong professional judgment and the ability to maintain confidentiality.

• Excellent written and verbal communication skills.

• Comfortable professionally following up with agents, employees, clients, and vendors.

• Proficient with Google Workspace, spreadsheets, calendars, databases, and other business technology.

• Able to learn new platforms and systems quickly.

• Capable of managing several priorities while remaining calm when circumstances change.

• Proactive, resourceful, dependable, and comfortable working without constant supervision.

• Willing to receive feedback, accept accountability, and continuously improve.

• Real estate experience is helpful but not required.

• Must be able to work full-time from our Wauconda office. One day a week from the Libertyville or Barrington Office

Welcome to the Grant Fetter Homes Team — a place where agents are coached, mentored, and developed into top performers. Led by veteran agent and sales strategist Grant Fetter, our team provides hands-on training, weekly coaching, one-on-one mentorship, and clear systems that help agents build predictable, scalable success. We teach the skills that matter most: mastering conversations, converting leads, delivering a five-star client experience, and operating with the discipline of a true professional.

Our culture is built on support, accountability, and excellence — giving every agent a blueprint for growth and the leadership needed to execute at a high level. We proudly serve clients across Lake, McHenry, Cook, Kane, and DuPage counties, offering deep market expertise and a client-first approach that sets our team apart. If you're committed, coachable, and ready to grow, this is where you become the agent you were meant to be.