Executive Assistant/Real Estate Operations Assistant

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.

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          pref