Executive Assistant

Location: Remote, with Real Estate experience

Schedule: EST

Working Hours: Full-Time (40 hours/week)

Job Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant with real estate experience to support the founder of multiple businesses. This role is critical in managing day-to-day operations, ensuring smooth communication, and helping the founder stay focused on high-level priorities.

This is a full-time remote position ideal for someone who can confidently manage emails, calendars, client interactions, and sales support while also taking ownership of tasks and contributing to operational improvements over time.

Key Responsibilities

Email & Calendar Management

• Manage and organize the founder’s inbox and calendars across multiple businesses
• Coordinate meetings, appointments, and schedule changes across overlapping commitments
• Prioritize tasks and communications based on urgency and business impact
• Assist with travel coordination and high-level scheduling as needed

Client Communication & Follow-Ups

• Act as a primary point of contact for clients and prospects
• Handle inquiries, follow-ups, and ensure timely, professional communication
• Maintain strong client relationships throughout the sales pipeline
• Provide real-time updates to leadership on client interactions and status

Sales Support

• Assist in discovery calls and gather key client information
• Help qualify leads and support movement through the sales pipeline
• Coordinate follow-ups and ensure no opportunities are missed

CRM & Systems Management

• Maintain and update CRM systems (e.g., Honeybook, Microsoft tools, or similar)
• Build and improve repeatable workflows and processes
• Ensure accuracy and completion of tasks across systems and teams
• Handle secure access to systems (VPN, shared folders) with strict confidentiality

Task Ownership & Project Management

• Take full ownership of daily operational tasks and ensure timely completion
• Track projects, deadlines, and deliverables across multiple businesses
• Coordinate with internal teams and external stakeholders
• Support initiatives such as documentation, social media coordination, and admin workflows

Strategic Support (Growth Over Time)

• Identify inefficiencies and recommend improvements in workflows and systems
• Gradually contribute to planning, prioritization, and operational strategy (within 60-90 days)
• Support the founder in scaling systems and improving overall business efficiency

Requirements

Required Skills & Qualifications

Experience

• Proven experience as an Executive Assistant, Personal Assistant, or similar role in the real estate industry
• Experience managing emails, calendars, client communications, and sales support
• Exposure to CRM systems and project/task management tools

Skills

• Exceptional organizational skills and attention to detail
• Strong written and verbal English communication skills
• Ability to manage multiple priorities and stakeholders simultaneously
• Comfortable working independently in a fast-paced, dynamic environment

Sales Support Experience

• Experience with lead qualification and pipeline management
• Ability to support discovery calls and capture key client information

Tools & Technology

• Proficiency with Google Workspace and/or Microsoft Office tools
• Experience with CRM systems (e.g., Honeybook or similar)
• Familiarity with project management tools (Asana, Trello, etc.) is a plus

Core Traits (Critical for Success)

• High Emotional Intelligence (EQ): Able to navigate different personalities with professionalism, discretion, and emotional stability
• Trustworthy & Confidential: Handles sensitive data with integrity and maintains strict confidentiality
• Proactive & Anticipatory: Able to think ahead, anticipate needs, and act without constant direction
• Professional & Client-Facing: Communicates clearly and diplomatically with clients and stakeholders
• Detail-Oriented & Reliable: Ensures tasks are completed accurately and consistently

What Success Looks Like

• Founder's schedule, inbox, and operations run smoothly with minimal oversight
• Tasks and projects are completed consistently and on time
• Clear visibility across operations, clients, and priorities
• Increased efficiency through improved systems and workflows
• Transition from task execution to strategic contribution over time

Benefits

• Collaborative and supportive work environment.
• Stable, long-term remote work opportunity.
• Health Insurance (Maxicare HMO) after 3 months probationary period