Real Estate Executive Assistant

The operational backbone of a real estate business the person who keeps deals leads and the owners day moving without a single dropped ball.

Field

Details

Sector

Real Estate US-based residential real estate operations

Reports to

Principal Agent / Business Owner

Type

Full-time or Part-time (2040 hours/week confirmed at match)

Hours

US business hours overlap with the clients local time zone required

Rate

$6$9/hr USD based on experience

Location

Fully remote must reliably work US business hours

Tools

CRM (Follow Up Boss KVCore or similar) Google Workspace Claude/ChatGPT/Gemini MLS platforms DocuSign Canva project management tools

Role Overview

Our client operates a busy US real estate business where the owner is currently absorbing everything lead follow-up transaction coordination calendar chaos and daily admin. This role exists to take ownership of those operations so the owner can focus on selling and growing. The Real Estate Executive Assistant will own the inbox calendar CRM and transaction pipeline using AI tools to work faster and more consistently than a traditional assistant. This is a proactive ownership role not a task-taker role: the right person anticipates needs builds and follows systems and keeps the business running smoothly in the background.

Key Responsibilities

Executive & Administrative Support

• Full ownership of the owners inbox and calendar triage drafting scheduling and prioritization
• Prepare daily briefs and end-of-day summaries using AI tools
• Manage documents reports and client-facing communications in the owners voice

Real Estate Operations

• Maintain the CRM: lead entry pipeline hygiene tagging and follow-up sequences
• Coordinate listing prep: MLS input photo scheduling marketing materials and status updates
• Support transaction coordination: track deadlines chase signatures (DocuSign) and update all parties from contract to close

Lead Management & Client Communication

• Execute follow-up on inbound leads within agreed response times
• Manage client touchpoints: appointment confirmations check-ins and post-close follow-up
• Keep communication logs current so nothing depends on the owners memory

Systems AI & Reporting

• Use Claude ChatGPT or Gemini daily to draft research summarize and accelerate work
• Maintain SOPs for recurring workflows and improve them proactively
• Build and update simple dashboards or trackers so the owner sees business status at a glance

Who Will Succeed

This is a fast-moving business with many moving parts and a high standard for follow-through. The person who thrives here is calm under volume obsessive about details and genuinely enjoys creating order out of chaos. They dont wait to be told they see whats coming and handle it.

• You take full ownership when something is yours it gets done without reminders
• You are highly organized and detail-driven; deadlines and small errors never slip past you
• You communicate proactively status updates before anyone has to ask
• You are comfortable with US real estate pace: urgency changing priorities and client-facing pressure
• You use AI tools as a daily habit not a novelty and can show exactly how
• You think in systems: if you do something twice you document it and improve it
  
  Experience & Skills
• Required: 2 years in an Executive Assistant Virtual Assistant or operations support role real estate experience strongly valued
• Required: Strong written English you will draft client communications in the owners voice; writing is assessed at screening
• Required: AI-fluent actively uses Claude ChatGPT or Gemini to draft faster research context and summarize threads; will be assessed
• Required: Ability to work US business hours (full-time or part-time) overlap with the clients time zone is mandatory
• Required: Reliable remote setup: stable internet quiet workspace backup plan for outages
• Preferred: Direct US real estate experience: CRM platforms (Follow Up Boss KVCore BoomTown) MLS or transaction coordination
• Preferred: Experience building automations or dashboards (Zapier Make or similar)
• Preferred: Social media or listing marketing support experience (Canva scheduling tools)