Executive Assistant

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

📋 Description

• Provide assistance to clients as instructed.

• Foster client relationships while enhancing internal processes that support COYL and clients.

• Oversee communication between clients’ upper management and their employees.

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

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

• Supervise the administrative components of real estate transactions from the executed purchase agreement to closing.

• Review contracts, disclosures, and addendums for accuracy, ensuring compliance for filing.

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

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

• Initiate escrow and manage earnest money deposits.

• Enter client data into CRM and transaction management software, including DocuSign, SkySlope, and Dotloop.

• Address clients’ professional and personal requirements.

• Maintain detailed records in the timekeeping system.

• Coordinate complex scheduling, manage calendars, and streamline information flow for senior executives.

• Organize client travel arrangements, including accommodations, transportation, and meals.

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

• Uphold professionalism and confidentiality at all times.

• Organize client communications and handle phone inquiries.

• Plan and execute client events.

• Respond to requests within a maximum timeframe of 4 business hours.

• Effectively manage competing priorities while multitasking.

• Carry out additional tasks as required.

⛳️ Requirements

• A minimum of 4 years of experience in an administrative role reporting directly to senior management.

• Experience in providing support within the real estate sector.

• Background in supporting brokers.

• Exceptional written and verbal communication skills.

• Strong time-management abilities, with the capacity to organize and manage multiple projects simultaneously.

• Proficient in Microsoft Office and other office productivity software.

• Ability to quickly learn new software and systems.

• Commitment to maintaining confidentiality.

• Timeliness and a self-motivated approach.

• Confident and professional demeanor on the phone.

• Availability to assist with urgent requests.

• An associate's degree or higher in administration; or equivalent experience (preferred).

• Experience in developing internal processes and filing systems (preferred).

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

🏝️ Benefits

• Opportunity for remote work from home.

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

• Connectivity through Zoom meetings and Teams.

• Flexible work environment.

• Engage with a diverse range of clients and projects.