Virtual Personal Assistant

Job Description

We are looking for a proactive resourceful and highly organized Virtual Personal Assistant to provide dedicated support to our real estate agents brokers and this role you will handle a wide range of administrative organizational and personal tasks all remotely allowing our team to focus on closing deals serving clients and growing the business. The ideal candidate is a self-starter who anticipates needs communicates clearly and thrives in a fast-paced real estate environment.

Key Responsibilities:

Executive & Personal Support:

• Manage and maintain daily calendars appointments and schedules for agents and executives
• Send reminders prepare daily briefings and organize priority task lists
• Screen and respond to emails messages and inquiries on behalf of the agent or broker
• Book travel arrangements accommodations dining reservations and transportation
• Handle personal errands and tasks virtually (online shopping gift ordering event RSVPs)
• Research and compile information for meetings presentations and decision-making

Real Estate Administrative Support:

• Prepare organize and manage real estate documents contracts and disclosures
• Input and update listings in MLS and other real estate
• Coordinate and schedule property showings inspections appraisals and closings
• Assist with transaction coordination from contract to close
• Maintain and update CRM systems with accurate client and lead information
• Follow up with leads clients and vendors on behalf of the agent

Marketing & Social Media Assistance:

• Create and schedule social media posts across various platforms
• Design basic marketing materials using Canva
• Draft and send email campaigns and drip sequences to leads and past clients
• Update and maintain the agents website and property listing pages
• Monitor social media engagement and respond to comments and messages

Client Communication & Relationship Management:

• Serve as a point of contact for clients answering routine questions via email or chat
• Send thank-you notes closing gifts coordination and client follow-ups
• Maintain a client database and track important dates
• Assist in preparing buyer and seller presentation materials

Research & Reporting:

• Conduct market research on properties neighborhoods and competitors
• Pull and summarize comparable sales reports for agents
• Research vendor options service providers and business tools
• Prepare weekly activity reports and performance summaries for management

Finance & Administrative Tasks:

• Track expenses receipts and reimbursements
• Prepare invoices and assist with basic bookkeeping tasks
• Manage subscriptions software licenses and recurring business payments
• Assist with onboarding new team members or contractors

Requirements:

• High school diploma or GED required
• 1 years of experience as a virtual assistant personal assistant or administrative professional
• Real estate industry experience is strongly preferred
• Proficiency in Microsoft Office Suite Google Workspace and cloud-based tools
• Experience with real estate platforms such as MLS Dotloop Skyslope Follow Up Boss or Zillow
• Strong written and verbal communication skills
• Excellent time management and organizational skills
• Ability to handle confidential information with professionalism and discretion
• Reliable high-speed internet a computer and a quiet dedicated workspace
• Ability to work independently with minimal supervision