Executive Assistant
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Job Description
Remote Executive Assistant supporting COYL clients with real estate transactions, executive scheduling, communications, and administrative operations.
Responsibilities:
- Assist clients as directed
- Maintain client relations and refine internal processes supporting COYL and clients
- Manage communication between clients’ upper management and employees, liaising with internal and external executives on projects and tasks
- Plan and orchestrate work to meet client priorities, organizational goals, and best practices
- Supervise administrative aspects of real estate transactions from executed purchase agreement to closing
- Review contracts, disclosures, and addendums for accuracy and submit them for file compliance
- Coordinate communication between agents, clients, lenders, title officers, and inspectors
- Track inspection, loan approval, appraisal, and other contingency deadlines
- Open escrow, manage earnest money deposits, and complete escrow documentation
- Enter client information into CRM and transaction management systems
- Manage clients’ professional and personal needs
- Track detailed records in the timekeeping system
- Coordinate complex scheduling and executive calendar management
- Arrange client travel, including hotels, transportation, and meals
- Perform administrative and office support, including typing, dictation, spreadsheets, faxing, filing, and contact database maintenance
- Maintain professionalism and strict confidentiality
- Organize client communications and answer phones and relay messages
- Plan client events
- Respond to requests within a maximum of 4 business hours
- Navigate priorities while multitasking
- Perform other tasks as needed
Requirements:
- 4 years of experience in an administrative role reporting directly to senior management
- Experience in real estate support
- Experience supporting brokers
- Superb written and verbal communication skills
- Strong time-management skills and ability to organize and coordinate multiple projects
- Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems
- Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
- Ability to keep various companies’ confidences
- Promptness and a motivated self-starter
- Confident and professional phone presence
- Available to help with urgent requests
- Experience developing internal processes and filing systems
- Associates or above degree in administration; or equivalent experience
- Knowledge of CRM such as Active Campaign, Zoho, pipedrive, etc.
- Available Monday to Friday
- Based in Florida, Georgia, Maine, Ohio, or Texas
Benefits:
- Remote work from home
- Connected remote-work environment through Zoom meetings and Teams
- Part-time schedule with potential to grow to full-time
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