Executive Assistant - Real Estate

About the Role

We are looking for a reliable, organized, and proactive Executive Partner to support two real estate professionals across their businesses.

The role focuses on administrative support, CRM management, email and calendar management, scheduling, and task follow-up.

The ideal candidate can understand the context and intent behind a request, take the appropriate next step, and follow through without needing constant step-by-step instructions.

Key ResponsibilitiesAdministrative & Executive Support

• Manage emails, calendars, and appointments

• Schedule meetings and calls

• Coordinate with clients, agents, and business partners

• Track and follow up on action items

• Organize information and administrative tasks

• Provide general operational support to the executives

Email & Communication

• Monitor and organize incoming emails

• Identify urgent or important requests

• Draft responses when needed

• Track pending requests and follow-ups

• Ensure important tasks from emails are completed

• Communicate through email, Google Chat, and text

CRM Management

• Update and organize contact information

• Maintain accurate CRM records

• Support client and agent communications

• Assist with basic CRM workflows

Primary CRM: Bold Trail – experience is strongly preferred.

Secondary CRM: GoHighLevel – used primarily for agent-facing activities.

Candidates without Bold Trail experience may still be considered if they have strong CRM experience and can learn new platforms quickly.

Scheduling & Calendar Management

• Schedule and reschedule meetings

• Coordinate availability

• Send calendar invitations and meeting links

• Manage reminders and follow-ups

• Keep calendars accurate and organized

Event & Training Support

• Assist with scheduling training sessions and events

• Coordinate event communications

• Send reminders

• Track attendees when needed

• Handle administrative follow-ups

Task Management

Tasks may come from emails, meetings, Google Chat, text messages, calendars, or direct requests.

The Executive Partner should be able to identify:

What needs to be done → What is needed → What the next step is → When it needs to be completed

Tasks will primarily be managed through Asana.

Requirements

• Strong written and verbal English

• Excellent English comprehension

• Strong organizational and time-management skills

• Excellent attention to detail

• Reliable follow-through

• Ability to manage multiple priorities

• Ability to work independently

• Comfortable using email, chat, and other digital tools

• Tech-savvy and willing to learn new systems

• Ability to understand context and ask questions when clarification is needed

Preferred

• Executive Assistant or Administrative Assistant experience

• Real estate experience

• CRM experience

• Bold Trail experience

• GoHighLevel experience

• Asana experience

• Email and calendar management experience

• Scheduling or event coordination experience

• Experience supporting executives or multiple businesses

Ideal Candidate

We are looking for someone who is:

• Organized – keeps tasks and information in order

• Proactive – follows up without constant reminders

• Detail-oriented – catches important information and deadlines

• Communicative – provides updates and asks questions when needed

• Adaptable – learns new tools and processes quickly

• Tech-savvy – comfortable working across multiple platforms

• Dependable – follows through on commitments

• Context-aware – understands the purpose behind a request

• Independent – can take ownership of tasks with minimal supervision

Tools

• Bold Trail – Primary CRM

• GoHighLevel – CRM / agent support

• Asana – Task management

• Google Calendar – Scheduling

• Google Chat – Communication

• Email – Communication and task management

• Text – Communication

Experience with every tool is not required. Strong transferable experience and the ability to learn quickly are important.

Important Note

Transaction Coordination is NOT part of this role.

The position is focused on administrative support, CRM management, communication, scheduling, and general operational support.

What Success Looks Like

A successful Executive Partner will:

• Keep emails and calendars organized

• Maintain accurate CRM records

• Stay on top of tasks and follow-ups

• Coordinate meetings efficiently

• Support events and training activities

• Keep Asana tasks updated

• Learn and become proficient in Bold Trail

• Reduce the administrative workload of the executives

• Communicate clearly about priorities and blockers

• Become a dependable extension of the team