Remote PT to FT Executive Assistant with Real Estate Assistant Experience
5 days ago
Jacksonville
This is a remote position but we are seeking employees based in Florida, Georgia, Maine, Ohio, and Texas. Check Off Your List (COYL) is hiring a remote part-time Executive Assistant to support our exponential growth. COYL provides highly trained, remote professionals in bookkeeping, executive assistance, human resources, marketing, web design, and IT Support on a pay-what-you-need model so our clients can focus on what matters most – their business. We work remotely, but we stay connected through Zoom meetings and Teams. Enjoy the best of both worlds - work from home without the isolation! This is a remote position (seeking employees based in Florida, Georgia, Maine, Ohio, Texas) reporting to the Manager of the executive assistant team. This role will start at 20+ hours a week and can quickly grow from there. Objectives of the Role: • Assist clients as directed, • Maintain client relations and refine internal processes that support COYL and clients, • Manage communication between various clients’ upper management and employees, liaising with internal and external executives on projects and tasks, • Plan and orchestrate work to ensure the client’s priorities are met, organizational goals are achieved, and best practices are upheld Daily and Monthly Responsibilities (dependent on client needs): • For real estate/ business broker clients, • Contract-to-Close Management: Supervise administrative aspects of home buyer and seller transactions from executed purchase agreement to closing., • Documentation & Compliance: Review contracts, disclosures, and addendums for accuracy and submit to the broker for file compliance., • Liaison Communication: Act as the primary contact between agents, clients, lender, title officer, and inspectors to ensure a smooth, timely closing process., • Deadline Tracking: Monitor and track all contingency deadlines, including inspection periods, loan approval dates, and appraisal contingencies., • Escrow & Title Support: Open escrow, manage earnest money deposits, and ensure all escrow documents are complete., • System Maintenance: Input client information into CRM and transaction management software (e.g., DocuSign, SkySlope, Dotloop), • Other tasks as needed, • For all clients, • Manage the professional and personal needs for various clients, • Track detailed records in timekeeping system, • Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to our virtual clients’ senior executives, • Manage, coordinate, and arrange our virtual client’s travel and travel-related activities, including hotel booking, transportation, and meals, • Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database, • Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with various clients and our company, • Organize client communications, • Answer phones for clients and relay messages, • Plan client events, • Respond to all requests within a maximum of 4 business hours, • Navigate priorities while multi-tasking, • All other tasks as needed Skills and Qualifications • 4 years of experience in an administrative role reporting directly to senior management, • Experience in real estate support, • Experience supporting brokers, • Superb written and verbal communication skills, • Strong time-management skills and the ability to organize and coordinate multiple projects, • Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems, • Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge, • Ability to keep various companies’ confidences, • Promptness and a motivated self-starter, • Confident and professional phone presence, • Available to help with urgent requests Preferred Qualifications • Experience developing internal processes and filing systems, • Associates or above degree in administration; or equivalent experience, • Knowledge of CRM such as Active Campaign, Zoho, pipedrive, etc. Schedule: • Monday to Friday, • Part-time with the potential to grow to full-time