Executive Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Deliver dependable and proactive administrative and operational assistance to two real estate principals

• Oversee and manage calendars for both principals amid various commitments

• Arrange, reschedule, and coordinate meetings and appointments

• Recognize scheduling conflicts and proactively suggest solutions

• Prepare the principals for forthcoming meetings, appointments, and obligations

• Monitor crucial deadlines, follow-ups, and pending items

• Supervise and organize executive inboxes

• Sort incoming emails and assess priorities

• Compose routine responses and correspondence when suitable

• Highlight urgent, sensitive, or high-priority messages

• Ensure timely follow-up on significant requests

• Communicate professionally with clients, vendors, partners, service providers, and other stakeholders

• Coordinate appointments, requests, and follow-ups on behalf of the principals

• Follow up with vendors and third parties to guarantee task completion

• Maintain polished communication in line with a luxury real estate business

• Prepare, organize, update, and maintain business documents

• Utilize client-provided templates and ensure documents are accurate and well-formatted

• Keep digital files and folders organized

• Assist with documents and information required for meetings, transactions, and administrative tasks

• Maintain task lists and follow-up items

• Keep recurring administrative processes streamlined

• Research information and manage routine administrative requests

• Identify opportunities to enhance organization and alleviate administrative workload

• Take ownership of assigned tasks until completion

• Support principals in focusing on clients, relationships, and revenue-generating activities by reliably managing administrative responsibilities

⛳️ Requirements

• Mid-level to senior Executive Assistant experience

• Experience in supporting executives, business owners, entrepreneurs, or high-level professionals preferred

• Advanced to fluent proficiency in English, both written and verbal

• Strong expertise in calendar and scheduling management

• Excellent written communication and email management capabilities

• Outstanding organizational and time-management skills

• High attention to detail

• Comfortable managing confidential and sensitive business information

• Ability to work autonomously and make sound decisions within the role's scope

• Strong follow-through and capacity to manage multiple priorities

• Professional, polished, and service-oriented communication style

• Proficiency in Microsoft Office and/or Google Workspace

• Experience in executive calendar management

• Competence in email and inbox management

• Skills in scheduling and appointment coordination

• Document preparation and organization expertise

• Experience in vendor/client communication

• Proficiency in administrative task management

• Strong written and verbal communication in English

• Independent problem-solving skills

• Bachelor’s degree preferred

• Experience in real estate is a significant advantage, especially in luxury residential real estate

• Nice-to-have: experience in the real estate industry; luxury real estate exposure; experience supporting multiple executives or business owners; experience coordinating vendors and third-party service providers; familiarity with CRM, transaction management, or real estate technology; experience working with U.S.-based executives or clients

• Availability to work Monday–Friday during Pacific Time (Las Vegas) / U.S. timezone hours

• Comfortable operating as an independent contractor; responsible for personal equipment, taxes, and benefits

🏝️ Benefits

• Opportunity for remote work in Latin America

• Full-time schedule from Monday to Friday aligned with Pacific Time (Las Vegas)

• Flexibility as an independent contractor to manage work on your terms

• Roles as independent contractors provide freedom and flexibility

• Note: independent contractors are accountable for their own equipment, taxes, and benefits