Executive Assistant

This is a fully remote position, open to applicants in Florida, +3 more states.

📋 Description

• Support clients as instructed.

• Cultivate client relationships and enhance internal procedures that benefit COYL and its clientele.

• Facilitate communication between senior management and staff of clients.

• Collaborate with both internal and external executives on various projects and tasks.

• Strategically plan and coordinate work to align with client priorities and organizational objectives.

• Oversee the administrative elements of real estate transactions from the signed purchase agreement to closing.

• Examine contracts, disclosures, and addendums for precision and submit them for compliance with filing standards.

• Manage communication among agents, clients, lenders, title officers, and inspectors.

• Monitor contingency deadlines, inspection timelines, loan approval schedules, and appraisal contingencies.

• Initiate escrow, handle earnest money deposits, and finalize escrow documentation.

• Input client data into CRM and transaction management applications such as DocuSign, SkySlope, and Dotloop.

• Address clients' professional and personal needs.

• Maintain detailed records within the timekeeping system.

• Organize complex scheduling and calendar management.

• Oversee content and information distribution for virtual clients’ senior executives.

• Arrange travel arrangements for clients, including accommodations, transport, and meals.

• Provide administrative and office support, including typing, dictation, spreadsheets, faxing, filing, and maintaining contact databases.

• Uphold professionalism, confidentiality, and discretion.

• Structure client communications effectively.

• Handle client phone calls and relay messages appropriately.

• Organize client events.

• Respond to inquiries within a maximum of 4 business hours.

• Manage priorities while multitasking.

• Execute additional tasks as required.

⛳️ Requirements

• Minimum of 4 years' experience in an administrative capacity reporting directly to senior management.

• Background in real estate support is essential.

• Experience in assisting brokers is required.

• Excellent written and verbal communication abilities.

• Strong time-management skills with the capacity to organize and coordinate multiple projects.

• Proficiency in Microsoft Office and other productivity tools, with a willingness to learn new software and systems.

• Flexible team player prepared to do what is necessary to accomplish tasks.

• Adaptable and enjoys taking on challenges.

• Capability to maintain confidentiality for various companies.

• Timely and a motivated self-starter.

• Professional and confident phone demeanor.

• Availability to assist with urgent requests.

• Preferred experience in developing internal processes and filing systems.

• Associate’s degree or higher in administration, or equivalent experience, is preferred.

• Familiarity with CRM systems such as Active Campaign, Zoho, or Pipedrive is preferred.

• Availability from Monday to Friday.

• Must reside in Florida, Georgia, Maine, Ohio, or Texas.

🏝️ Benefits

• Opportunity to work remotely from home.

• Participate in Zoom meetings and Teams connectivity.

• Possibility of transitioning from part-time to full-time employment.