Executive Assistant

Job title: Executive Assistant

Type of employment: Full-time (Remote)

Budget: $8 - $10/hour

Shift Schedule: 9AM - 5:30PM PST

We're seeking a detail-oriented Virtual Executive Assistant to support the owner and lead agent in managing daily operations, client communications, and administrative tasks. This role is ideal for someone who thrives in a fast-paced real estate environment and is eager to contribute to a growing, dynamic team.

About the Employer:

Our client is a boutique real estate company serving Southern Californias premium market. With a team of 13 licensed agents, they are dedicated to delivering exceptional service and fostering strong community connections. Known for their champagne-popping celebrations and commitment to going above and beyond, they have built a reputation for creating memorable experiences in the luxury real estate space.

Company core values:

• Single-Minded Focus
• Client-Centric
• Timely Delivery
• Growth-Oriented

Objectives of this role:

• Provide seamless executive support by managing schedules, emails, and communications
• Enhance the client experience by ensuring timely and professional interactions throughout the client journey
• Maintain organized backend systems and databases to support smooth operations

Responsibilities:

• Administrative Support:
  • Manage complex calendar scheduling across multiple time zones
  • Handle email management, filtering priorities, and responding to client correspondence
  • Coordinate meetings, appointments, and property showings
  • Maintain organized digital filing systems and client databases
• Real Estate Specific Tasks:
  • Schedule home showings
  • Assist minimally with transaction coordination and documentation 
  • Coordinate with vendors, contractors, and service providers
  • Manage Follow Up Boss CRM and client data entry
• Client Experience Support:
  • Send onboarding questionnaires and manage follow-up communications throughout the client journey
  • Coordinate client events and workshop invitations
  • Coordinate thank-you gifts, referral acknowledgments, and client event invitations
  • Support customer service initiatives to ensure exceptional client satisfaction
• Business Operations:
  • Assist with team communications via Slack, iMessage and email
  • Support Monday.com project management tasks
  • Handle travel arrangements and logistics
  • Prepare reports and presentations

Required skills and qualifications:

• 3+ years of executive assistant experience (real estate preferred) 
• Proficiency in Google Workspace, CRM systems (Follow Up Boss or similar), and project management tools (Monday.com or equivalent)
• Excellent written and verbal communication skills
• Strong attention to detail and organizational abilities
• Ability to work independently and manage multiple priorities 
• Available during Pacific Time business hours
• iPhone and Apple computer required

Preferred skills and qualifications

• Real estate industry experience
• Familiarity with Follow Up Boss, Monday.com, or similar platforms
• Experience with email marketing and client communication systems