Job Openings Executive Assistant

About the job Executive Assistant

Job title: Executive Assistant
Type of employment: Full-time (Remote)
Budget: $6 - $10/hr
Shift Schedule: 8AM - 5PM PST

We are seeking a highly skilled Executive Assistant with strong experience in real estate operations and transaction coordination. This role will act as a key partner to leadership by managing executive support functions, ensuring smooth day-to-day operations, and driving accountability across tasks and transactions. The ideal candidate will have a proactive, anticipatory mindset and proven ability to manage complex schedules, contracts, and documentation with accuracy and confidentiality.

About the Employer:

The company operates under a franchise model in Newport Beach. The business is heavily invested in marketing and has a lean internal structure, supported by virtual assistants across various functions. The organization is currently undergoing operational realignment and seeks to improve efficiency, accountability, and revenue performance. The internal team includes both office-based and remote professionals.

Company core values:

  • Make it happen

  • Be resourceful and responsible

  • Succeed with others

  • Create an impact

  • Be better than yesterday


Objectives of this role:

  • Provide high-level executive support and ensure smooth daily operations.

  • Oversee transaction coordination and documentation to support real estate operations.

  • Anticipate needs, manage priorities, and streamline workflows to maximize leadership effectiveness.


Responsibilities:

  • Provide comprehensive transaction coordination support, including managing checklists, disclosures, contracts, and timelines from pre-listing to closing.

  • Manage executive calendars, multiple schedules, and appointments with proactive updates.

  • Oversee inbox and communication management with confidentiality and professionalism.

  • Track projects, tasks, and priorities to ensure timely execution.

  • Prepare and review documents, reports, and files with high attention to detail and accuracy.

  • Coordinate travel, meetings, and events as required.

  • Serve as the point of contact for vendors, stakeholders, and internal teams.

  • Protect sensitive information and maintain strict confidentiality.

  • Support leadership with ad hoc administrative and operational tasks.


Required skills and qualifications:

  • Proven experience as an Executive Assistant in real estate or a similar high-level administrative role.

  • Strong transaction coordination experience, including disclosures, contracts, and compliance processes.

  • Exceptional organizational and time management skills with hyper-attention to detail.

  • Excellent written and verbal communication skills.

  • Proactive, anticipatory mindset with strong problem-solving skills and accountability.

  • Proficiency with FollowUp Boss, Google Workspace, ClickUp, GHL, Mailchimp, Slack, Zoom, and Canva.

  • Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy.

Preferred skills and qualifications

  • Previous experience supporting real estate teams or agents.

  • Familiarity with DocuSign, Dotloop, or similar transaction/document platforms.

  • Strong systems-thinking mindset with ability to establish and improve workflows.