Personal Administrative Assistant

Job Description

Job Description

Join Rapisarda Real Estate: Personal Administrative Assistant to Tom Rapisarda

Are you a highly organized, detail-oriented professional with a strong sense of discretion and a love for supporting high-level leaders? Rapisarda Real Estate is seeking a Personal Administrative Assistant to directly support Tom Rapisarda, owner of one of the most respected real estate firms in Vacaville, CA.

This is an exciting opportunity for someone who thrives in a fast-paced environment, excels at managing calendars and priorities, and takes pride in delivering seamless behind-the-scenes support. The ideal candidate is proactive, tech-savvy, and ready to take ownership of both business and personal administrative tasks to ensure Tom’s time is protected, priorities are managed, and operations run smoothly.

Compensation:

• Salary Range: $52,000 - $62,000 (based on experience)
• Paid Time Off (PTO)
• 401(k)

$52,000 - $62,000

Personal & Executive Administrative Support:

• Manage and maintain Tom’s calendar, appointments, and scheduling needs.
• Coordinate travel arrangements, meeting logistics, and reservations.
• Handle confidential personal and professional matters with care and discretion.
• Assist with personal errands, reminders, and ongoing task follow-ups.
• Keep priorities organized and ensure that nothing falls through the cracks.
• Track key documents, renewals, and due dates across both personal and business responsibilities.

Escrow & Transaction Support:

• Monitor active escrow files and ensure all steps are progressing smoothly.
• Communicate with clients, title companies, lenders, and agents as needed.
• Track and follow up on required documentation and deadlines.
• Ensure all files are complete and compliant from contract to close.
• Support the coordination of multiple transactions simultaneously.

Administrative & Tech Support:

• Answer calls and emails on behalf of Tom, redirecting or prioritizing as needed.
• Maintain and organize digital and paper files.
• Assist with CRM data entry and contact management.
• Create and maintain task lists and workflows.
• Be a go-to tech support resource for Tom’s tools, devices, and systems.

• Minimum of 2 years of experience in a real estate administrative or operations role.
• Outstanding organizational and time management skills.
• Strong attention to detail and a love for to-do lists.
• Creative problem-solving abilities.
• Able to work independently and support a fast-paced team.
• Exceptional communication skills, both oral and written.
• Tech-savvy with the ability to learn and teach CRM and cloud-based systems.
• Comfortable managing multiple priorities at once.
• Must have a CAN and WILL DO attitude.

Rapisarda Real Estate, a locally-owned family firm in Vacaville, CA, is operated by Tom and Shawnee Rapisarda, alongside an exceptional staff and dedicated group of Realtors. The firm is renowned in the community for its unparalleled professionalism and meticulous attention to detail. Our commitment to providing a white glove experience is why clients continue to refer and choose Rapisarda Real Estate for all their real estate needs.