Executive Assistant / Real Estate Operations Assistant

This is a remote position.

Job Title: Executive Assistant / Real Estate Operations Assistant

Location: Fully Remote — Kenya-based team member supporting a U.S. real estate professional

Type/Hours: Full-Time / 40 hours per week

Availability: Must be available during U.S. business hours, 8:00 a.m. – 5:00 p.m. Eastern Standard Time, with flexibility to support the client’s operating schedule.

Terms of Engagement: 18-month contract, renewable based on performance, business need, and other factors.

About the Role

The ideal candidate should be a high-level executive assistant who can think ahead, stay organized, communicate clearly, and help create structure around the daily operations of a busy real estate business.

They should also be proactive, resourceful, polished, and comfortable supporting both professional and occasional personal administrative needs. This candidate should be able to help manage client communication, organize the database, follow up with past clients and referral partners, assist with listing management, coordinate research and outreach with municipalities, and help keep the business moving forward.Because this assistant may occasionally interact with clients, vendors, municipalities, agents, and referral partners, strong written and spoken English is required. The ideal candidate should have a clear, professional speaking voice and be comfortable representing the client well in written and verbal communication.

Key Responsibilities

1. Executive Administrative Support

● Provide high-level administrative support to the Executive in the day-to-day operations of their real estate business.

● Help manage calendars, reminders, priorities, and follow-up items.

● Organize emails, tasks, documents, and client-related information.

● Help Christy stay focused by taking ownership of recurring administrative responsibilities.

● Anticipate needs and proactively identify ways to improve organization and efficiency.

● Assist with both business-related and occasional personal administrative tasks as needed.

2. Database, CRM, and Client Follow-Up

● Help manage and maintain the Executive’s database of past clients, friends, referral partners, and agents.

● Support ongoing follow-up with past clients and referral sources.

● Assist in organizing contacts and keeping CRM records accurate and up to date.

● Help identify opportunities for consistent communication with the Executive’s sphere of influence.

● Support client retention, referral generation, and long-term relationship management.

3. Real Estate Listing Management

● Assist with listing coordination and administrative tasks related to active and upcoming listings.

● Help gather and organize listing information, documents, photos, and supporting materials.

● Support communication with vendors, municipalities, and other parties involved in the listing process.

● Research septic permits, property information, municipality requirements, and related documentation as needed.

● Help ensure listing-related tasks are completed accurately and on schedule.

● Maintain organized records for each listing.

4. Research, Municipality Outreach, and Permit Support

● Contact municipalities, county offices, or other local departments to gather property-related information.

● Research septic permits, property records, zoning information, or other listing-related documentation.

● Send emails, make calls, and follow up with offices or vendors as needed.

● Track outstanding requests and provide clear updates to the Executive.

● Organize documents and information so they are easy to find and reference.

5. Client-Facing Communication

● Assist with professional communication to clients, vendors, agents, referral partners, and local offices.

● Draft and send emails using clear, polished, and professional language.

● Make occasional client-facing or vendor-facing calls as needed.

● Represent the Executive’s business with professionalism, warmth, and attention to detail.

● Communicate clearly and respectfully in all interactions.

● Escalate important issues, sensitive communication, or decision points to the Executive.

6. Social Media and Marketing Support

● Assist with social media posting and basic content support.

● Use Canva to create or edit simple marketing graphics, social posts, and visual materials.

● Help post content to platforms such as Facebook, Instagram, and other Meta tools.

● Support basic social media organization, scheduling, and consistency.

● Assist with creating or organizing marketing assets for listings, client communication, and general brand presence.

● Help maintain a polished and professional online presence.

7. Video Library and Process Documentation

● Help create and organize a video training or process library using tools such as Loom.

● Document repeatable workflows, instructions, and processes.

● Organize videos, checklists, templates, and recurring task instructions.

● Help build systems that make the business easier to manage over time.

● Maintain clear documentation for recurring administrative and real estate operations tasks.

8. Event Planning and Community Engagement

● Assist in organizing client appreciation events, educational workshops, networking events, sponsorship activities, and community outreach programs.

● Coordinate vendors, venues, catering, supplies, invitations, staffing, and event logistics.

● Track RSVPs, guest communication, and post-event follow-up.

9. Business and Office Support

● Track receipts, expenses, office supplies, client gifts, event materials, signage,lock boxes, and marketing inventory.

● Assist with basic bookkeeping preparation and organization of business records.

● Research products, services, vendors, software, and business solutions, and provide organized recommendations.

● Order supplies, gifts, marketing materials, and business resources as needed.

Requirements

Required Qualifications

● 2 – 3+ years of experience supporting a busy executive, business owner, real estate professional, or professional services leader in a high-level administrative, operations, client service, or executive assistant capacity, with demonstrated success managing calendars, client communications, CRM systems, project coordination, follow-up processes, and business operations independently in a fast-paced environment.

● Bachelor's degree in Business Administration, Commerce, Communications, Project Management, Real Estate, or a related field preferred.

● Excellent written and spoken English.

● Clear, professional communication style suitable for client-facing interaction.

● Strong organizational skills and attention to detail.

● Ability to work independently in a fully remote environment.

● Strong problem-solving skills and the ability to develop solutions.

● Experience managing email, calendars, tasks, and recurring administrative workflows.

● Comfort communicating with U.S.-based clients, vendors, and business owners.

● Ability to handle confidential business and personal information with discretion.

● Reliable, proactive, and interested in a long-term role.

● Experience posting to Facebook, Instagram, or Meta Business Suite.

● Experience using Loom or similar tools for process documentation.

● Comfort making professional calls to clients, vendors, municipalities, or local offices.

● Strong ability to bring order, structure, and consistency to a busy business owner’s workflow.

Preferred Qualifications

● Prior experience supporting a real estate agent, broker, brokerage, or real estate team.

● Familiarity with real estate CRM systems.

● Experience with database management, client follow-up, and referral partner communication.

● Experience assisting with listing coordination or real estate transaction-related tasks.

● Experience using Canva for simple marketing or social media graphics.

Tools and Systems

Candidates should be comfortable using or learning:

● Google Workspace / Google Suite

● Gmail

● Google Drive, Docs, and Sheets

● Google Calendar

● Canva

● Facebook / Meta Business Suite

● Instagram

● Loom

● Email, calendar, and remote communication tools

● AI tools for workflow support, summaries, organization, and documentation

Work Style and Personal Attributes

The ideal candidate is:

● Proactive

● Resourceful

● Professional

● Organized

● Detail-oriented

● Trustworthy

● Relational relationships.

● Flexible

● Tech-savvy

● Long-term minded

Equipment Requirements

● Personal laptop or desktop computer.

● Reliable high-speed internet connection.(100 Mbps preferred)

● High-quality headset.

● Quiet, professional remote workspace.

● Phone access for occasional calls, if required by the client.

Compensation & Benefits

● Competitive Salary

● Performance raises

● Remote work flexibility

● Opportunity to work with a diverse, dynamic team

● Career growth potential