Real Estate Executive Assistant
The operational backbone of a real estate business — the person who keeps deals, leads, and the owner's 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 (20–40 hours/week, confirmed at match)
Hours
US business hours — overlap with the client's 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 owner's 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 owner's 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 owner's 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 don't wait to be told — they see what's 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 owner's 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 client's 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)
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