Executive Assistant Real Estate Operations Assistant

This is a remote position.

Job Title: Executive Assistant / Real Estate Operations Assistant

Location: Fully Remote Kenya-based team member supporting a 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 clients operating schedule.

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

About the Role

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

They should also be proactive resourceful polished and comfortable 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 this assistant may occasionally interact with clients vendors municipalities agents and referral partners strong written and spoken English is required. The ideal candidate should have a clear professional speaking voice and be comfortable representing the client well in written and verbal communication.

Key Responsibilities

1. Executive Administrative Support

Provide high-level administrative support to the Executive in the day-to-day operations of their real estate business.

Help manage calendars reminders priorities and follow-up items.

Organize emails tasks documents and client-related information.

Help Christy stay focused by taking ownership of recurring administrative responsibilities.

Anticipate needs and proactively identify ways to improve organization and efficiency.

Assist with both business-related and occasional personal administrative tasks as needed.

2. Database CRM and Client Follow-Up

Help manage and maintain the Executives database of past clients friends referral partners and agents.

Support ongoing follow-up with past clients and referral sources.

Assist in organizing contacts and keeping CRM records accurate and up to date.

Help identify opportunities for consistent communication with the Executives sphere of influence.

Support client retention referral generation and long-term relationship management.

3. Real Estate Listing Management

Assist with listing coordination and administrative tasks related to active and upcoming listings.

Help gather and organize listing information documents photos and supporting materials.

Support communication with vendors municipalities and other 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 accurately and on schedule.

Maintain organized records for each listing.

4. Research Municipality Outreach and Permit Support

Contact municipalities county offices or other local departments to gather property-related information.

Research septic permits property records zoning information or other listing-related documentation.

Send emails make calls and follow up with offices or vendors as needed.

Track outstanding requests and provide clear updates to the Executive.

Organize documents and information so they are easy to find 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 and professional language.

Make occasional client-facing or vendor-facing calls as needed.

Represent the Executives business with professionalism warmth and attention to detail.

Communicate clearly and respectfully in all interactions.

Escalate important issues sensitive communication or decision points to the Executive.

6. Social Media and Marketing Support

Assist with social media posting and basic content support.

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 and consistency.

Assist with creating or organizing marketing assets for listings 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 process library using tools such as Loom.

Document repeatable workflows instructions and processes.

Organize videos checklists templates and recurring task instructions.

Help build systems that make the business easier to manage over time.

Maintain clear documentation for recurring administrative and real estate operations tasks.

8. Event Planning and Community Engagement

Assist in organizing client appreciation events educational workshops networking events sponsorship activities and community outreach programs.

Coordinate vendors venues catering supplies invitations staffing and event logistics.

Track RSVPs guest communication and post-event follow-up.

9. Business and Office Support

Track receipts expenses office supplies client gifts event materials signagelock boxes and marketing inventory.

Assist with basic bookkeeping preparation and organization of business records.

Research products services vendors software and business solutions and provide organized recommendations.

Order supplies gifts marketing materials and business resources as needed.

Required Qualifications

2 3 years of experience supporting a busy executive business owner real estate professional or professional services leader in a high-level administrative operations client service or executive assistant capacity with demonstrated success managing calendars client communications CRM systems project coordination follow-up processes and business operations independently in a fast-paced environment.

Bachelors 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 for client-facing interaction.

Strong organizational skills and attention to detail.

Ability to work independently in a fully remote environment.

Strong problem-solving skills and the ability to develop solutions.

Experience managing email calendars tasks and recurring administrative workflows.

Comfort communicating with U.S.-based clients vendors and business owners.

Ability to handle confidential business and personal information with discretion.

Reliable proactive and interested in a long-term role.

Experience posting to Facebook Instagram or Meta Business Suite.

Experience using Loom or similar tools for process documentation.

Comfort making professional calls to clients vendors municipalities or local offices.

Strong ability to bring order structure and consistency to a busy business owners workflow.

Preferred Qualifications

Prior experience supporting a real estate agent broker brokerage or real estate team.

Familiarity with real estate CRM systems.

Experience with database management client follow-up and referral partner communication.

Experience assisting with listing coordination or real estate transaction-related tasks.

Experience using Canva for simple marketing or social media 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 Mbps preferred)

High-quality headset.

Quiet professional remote workspace.

Phone access for occasional calls if required by the client.

Compensation & Benefits

Competitive Salary

Performance raises

Remote work flexibility

Opportunity to work with a diverse dynamic team

Career growth potential