Executive Assistant

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

📋 Description

• Provide assistance to clients as needed

• Foster client relationships and enhance internal processes that benefit COYL and clients

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

• Strategically plan and execute work to meet client priorities, achieve organizational goals, and uphold best practices

• Supervise the administrative components of home buyer and seller transactions from the executed purchase agreement to closing

• Examine contracts, disclosures, and addendums for precision and submit them to the broker for compliance with file standards

• Serve as the main contact among agents, clients, lenders, title officers, and inspectors to ensure a seamless and timely closing process

• Monitor and track all contingency deadlines, including inspection periods, loan approval dates, and appraisal contingencies

• Initiate escrow, manage earnest money deposits, and confirm that all escrow documents are complete

• Enter client details into CRM and transaction management software (e.g., DocuSign, SkySlope, Dotloop)

• Maintain detailed records within the timekeeping system

• Coordinate complex scheduling and manage extensive calendars

• Organize, coordinate, and arrange travel and related activities for our virtual clients, including hotel reservations, transportation, and meals

• Provide administrative and office support, including typing, dictation, spreadsheet creation, faxing, and maintaining filing systems and contact databases

• Uphold professionalism and strict confidentiality regarding all materials

• Organize client communications

• Answer client phone calls and relay messages

• Plan and coordinate client events

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

• Navigate priorities effectively while managing multiple tasks

⛳️ Requirements

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

• Background in real estate support

• Experience assisting brokers

• Exceptional written and verbal communication abilities

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

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

• Flexible team member ready to take on challenges and achieve results

• Ability to maintain confidentiality across various companies

• Timeliness and a proactive self-starter attitude

• Confident and professional phone demeanor

🏝️ Benefits

• Competitive salary and performance-based incentives

• Opportunities for professional development and growth

• Flexible work environment

• Health and wellness programs