Executive Assistant

This is a fully remote position, open to applicants in Florida, +4 more locations.

📋 Description

• Provide assistance to clients as instructed

• Foster client relationships and enhance internal processes that support COYL and its clients

• Facilitate communication between the upper management of clients and their employees, coordinating with internal and external executives on various projects and tasks

• Strategically plan and coordinate work to align with client priorities, organizational objectives, and industry best practices

• Oversee the administrative aspects of real estate transactions from the executed purchase agreement to the closing stage

• Examine contracts, disclosures, and addendums for accuracy and submit them to ensure compliance

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

• Monitor deadlines for inspections, loan approvals, appraisals, and other contingencies

• Initiate escrow, handle earnest money deposits, and complete escrow documentation

• Input client information into CRM and transaction management systems

• Attend to clients’ professional and personal requirements

• Maintain detailed records in the timekeeping system

• Coordinate complex scheduling and manage executive calendars

• Arrange client travel, including accommodations, transportation, and meals

• Provide administrative and office support, which includes typing, dictation, spreadsheets, faxing, filing, and maintaining the contact database

• Uphold professionalism and ensure strict confidentiality

• Organize client communications, manage phone calls, and relay messages

• Plan and coordinate client events

• Respond to inquiries within a maximum of 4 business hours

• Manage priorities while multitasking effectively

• Carry out additional tasks as required

⛳️ Requirements

• Minimum of 4 years of experience in an administrative role directly supporting senior management

• Background in real estate support

• Experience in supporting brokers

• Exceptional written and verbal communication skills

• Strong time management abilities and capability to organize and coordinate multiple projects

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

• Flexible team player who is dedicated to completing tasks; adaptable and enjoys challenges

• Ability to maintain confidentiality for various companies

• Timely and self-motivated

• Confident and professional phone demeanor

• Available to assist with urgent requests

• Experience in developing internal processes and filing systems

• Associate degree or higher in administration, or equivalent experience

• Familiarity with CRM systems such as Active Campaign, Zoho, Pipedrive, etc.

• Availability Monday to Friday

• Residing in Florida, Georgia, Maine, Ohio, or Texas

🏝️ Benefits

• Remote work from home

• Engaging remote work environment facilitated through Zoom meetings and Teams

• Part-time schedule with the potential for transition to full-time