Executive Assistant / Real Estate Operations Assistant

Category: Real Estate

Location:

Job Title: Executive Assistant / Real Estate OperationsAssistant

Location: Fully Remote — Kenya-based team member supportinga U.S. real estate professional

Type/Hours: Full-Time / 40 hours per week

Availability: Must be available during U.S. business hours,8:00 a.m. – 5:00 p.m. Eastern Standard Time, with flexibility to support the client’soperating schedule.

Terms of Engagement: 18-month contract, renewable based onperformance, business need, and other factors.

About the Role

The ideal candidate should be a high-level executiveassistant who can think ahead, stay organized, communicate clearly, and help create structurearound the daily operations of a busy real estate business.

They should also be proactive, resourceful, polished, andcomfortable supporting both professional and occasional personal administrative needs.This candidate should be able to help manage client communication, organize the database,follow up with past clients and referral partners, assist with listing management,coordinate research and outreach with municipalities, and help keep the business moving forward.Because this assistant may occasionally interact withclients, vendors, municipalities, agents, and referral partners, strong written and spoken English isrequired. The ideal candidate should have a clear, professional speaking voice and becomfortable representing the client well in written and verbal communication.

Key Responsibilities

1. Executive Administrative Support

• Provide high-level administrative support to the Executivein the day-to-day operations of their real estate business.
• Help manage calendars, reminders, priorities, andfollow-up items.
• Organize emails, tasks, documents, and client-relatedinformation.
• Help Christy stay focused by taking ownership of recurringadministrative responsibilities.
• Anticipate needs and proactively identify ways to improveorganization and efficiency.
• Assist with both business-related and occasional personaladministrative tasks as needed.

2. Database, CRM, and Client Follow-Up

• Help manage and maintain the Executive’s database of pastclients, friends, referral partners, and agents.
• Support ongoing follow-up with past clients and referralsources.
• Assist in organizing contacts and keeping CRM recordsaccurate and up to date.
• Help identify opportunities for consistent communicationwith the Executive’s sphere of influence.
• Support client retention, referral generation, andlong-term relationship management.

3. Real Estate Listing Management

• Assist with listing coordination and administrative tasksrelated to active and upcoming listings.
• Help gather and organize listing information, documents,photos, and supporting materials.
• Support communication with vendors, municipalities, andother parties involved in the listing process.
• Research septic permits, property information,municipality requirements, and related documentation as needed.
• Help ensure listing-related tasks are completed accuratelyand on schedule.
• Maintain organized records for each listing.

4. Research, Municipality Outreach, and Permit Support

• Contact municipalities, county offices, or other localdepartments to gather property-related information.
• Research septic permits, property records, zoninginformation, or other listing-related documentation.
• Send emails, make calls, and follow up with offices orvendors as needed.
• Track outstanding requests and provide clear updates tothe Executive.
• Organize documents and information so they are easy tofind and reference.

5. Client-Facing Communication

• Assist with professional communication to clients,vendors, agents, referral partners, and local offices.
• Draft and send emails using clear, polished, andprofessional language.
• Make occasional client-facing or vendor-facing calls asneeded.
• Represent the Executive’s business with professionalism,warmth, and attention to detail.
• Communicate clearly and respectfully in all interactions.
• Escalate important issues, sensitive communication, ordecision points to the Executive.

6. Social Media and Marketing Support

• Assist with social media posting and basic contentsupport.
• Use Canva to create or edit simple marketing graphics,social posts, and visual materials.
• Help post content to platforms such as Facebook,Instagram, and other Meta tools.
• Support basic social media organization, scheduling, andconsistency.
• Assist with creating or organizing marketing assets forlistings, client communication, and general brand presence.
• Help maintain a polished and professional online presence.

7. Video Library and Process Documentation

• Help create and organize a video training or processlibrary using tools such as Loom.
• Document repeatable workflows, instructions, andprocesses.
• Organize videos, checklists, templates, and recurring taskinstructions.
• Help build systems that make the business easier to manageover time.
• Maintain clear documentation for recurring administrativeand real estate operations tasks.

8. Event Planning and Community Engagement

• Assist in organizing client appreciation events,educational workshops, networking events, sponsorship activities, and community outreachprograms.
• Coordinate vendors, venues, catering, supplies,invitations, staffing, and event logistics.
• Track RSVPs, guest communication, and post-eventfollow-up.

9. Business and Office Support

• Track receipts, expenses, office supplies, client gifts,event materials, signage,lock boxes, and marketing inventory.
• Assist with basic bookkeeping preparation and organizationof business records.
• Research products, services, vendors, software, andbusiness solutions, and provide organized recommendations.
• Order supplies, gifts, marketing materials, and businessresources as needed.

Requirements

Required Qualifications

• 2 – 3+ years of experience supporting a busy executive,business owner, real estate professional, or professional services leader in ahigh-level administrative, operations, client service, or executive assistant capacity, withdemonstrated success managing calendars, client communications, CRM systems, projectcoordination, follow-up processes, and business operations independently in afast-paced environment.
• Bachelor's degree in Business Administration, Commerce,Communications, Project Management, Real Estate, or a related field preferred.

● Excellent written and spoken English.

• Clear, professional communication style suitable forclient-facing interaction.
• Strong organizational skills and attention to detail.
• Ability to work independently in a fully remoteenvironment.
• Strong problem-solving skills and the ability to developsolutions.
• Experience managing email, calendars, tasks, and recurringadministrative workflows.
• Comfort communicating with U.S.-based clients, vendors,and business owners.
• Ability to handle confidential business and personalinformation with discretion.
• Reliable, proactive, and interested in a long-term role.
• Experience posting to Facebook, Instagram, or MetaBusiness Suite.
• Experience using Loom or similar tools for processdocumentation.
• Comfort making professional calls to clients, vendors,municipalities, or local offices.
• Strong ability to bring order, structure, and consistencyto a busy business owner’s workflow.

Preferred Qualifications

• Prior experience supporting a real estate agent, broker,brokerage, or real estate team.
• Familiarity with realestate CRM systems.
• Experience with database management, client follow-up, andreferral partner communication.
• Experience assisting with listing coordination or realestate transaction-related tasks.
• Experience using Canva for simple marketing or socialmedia graphics.

Tools and Systems

Candidates should be comfortable using or learning:

● Google Workspace / Google Suite

● Gmail

● Google Drive, Docs, and Sheets

● Google Calendar

● Canva

● Facebook / Meta Business Suite

● Instagram

● Loom

• Email, calendar, and remote communication tools
• AI tools for workflow support, summaries, organization,and documentation

Work Style and Personal Attributes

The ideal candidate is:

● Proactive

● Resourceful

● Professional

● Organized

● Detail-oriented

● Trustworthy

● Relational relationships.

● Flexible

● Tech-savvy

● Long-term minded

Equipment Requirements

● Personal laptop or desktop computer.

• Reliable high-speed internet connection.(100 Mbpspreferred)

● High-quality headset.

● Quiet, professional remote workspace.

• Phone access for occasional calls, if required by theclient.

Compensation & Benefits

● Competitive Salary

● Performance raises

● Remote work flexibility

• Opportunity to work with a diverse, dynamic team

● Career growth potential

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