Senior Executive Assistant

About the role

This organization is part of a globally recognized real estate network, operating multiple offices with a growing team of agents and a strong focus on scaling operations. It provides residential real estate services while emphasizing operational efficiency, agent support, and performance. With a focus on trust, accountability, and proactive execution, the team continuously improves processes, implements checklist-driven systems, and strengthens internal support to ensure consistent, high-quality service across all locations. We are looking for a highly proactive Senior Executive Assistant to act as a right-hand to leadership and support multi-layered real estate operations. This is not a traditional EA role - it is a hybrid of Executive Assistant, Operations Coordinator, and Junior Project Manager, with strong ownership expectations. This role will evolve into a project management and team-lead support function, potentially overseeing additional assistants as the company scales.

Responsibilities

• Executive & Administrative Support
• Manage executive calendar, email, and daily administrative workflows
• Ensure all assigned tasks are completed without repeated follow-ups
• Provide daily updates confirming task completion and status
• Project Ownership & Execution
• Convert ideas, discussions, and priorities into structured plans, checklists, and timelines
• Own projects from ideation through execution and completion
• Build and maintain scalable operational systems and documentation
• Real Estate Operations Support
• Review contracts for accuracy and ensure proper uploads (24-48 hour turnaround SLA)
• Manage transaction coordination using SkySlope
• Support CRM workflows using BoldTrail
• Maintain compliance-ready documentation and audit trails
• Agent & Team Support
• Support agents with technical troubleshooting and system guidance
• Assist with onboarding documentation and training materials
• Maintain and update structured onboarding and operational checklists
• Ensure smooth handoffs between processes and team members
• Reporting & Communication
• Provide clear, structured updates on ongoing tasks and initiatives
• Prepare weekly coaching call materials and agent performance summaries
• Track agent metrics and assist in monthly performance reporting
• Escalate issues proactively when blockers arise
• Lead & Light Sales Support (SDR Support)
• Identify and flag promising leads for follow-up
• Perform initial outreach where needed (non-closing role)
• Ensure timely routing of leads to leadership for follow-up
• Operational & Culture Support
• Manage social media updates and agent recognition posts
• Support retention efforts through communication and engagement initiatives
• Required Qualifications
• 5+ years of experience as an Executive Assistant, Operations Coordinator, or similar role
• Fluent English (strong comprehension required - not just conversational fluency)
• Experience with CRMs or transaction systems (BoldTrail, SkySlope, or similar)
• Proven ability to work independently with minimal supervision
• Strong organizational and project management skills
• High attention to detail and strong follow-through
• Comfortable working in fast-paced, evolving environments
• Strong written and verbal communication skills
• Ability to work across US time zones (Central Time preferred alignment)

Requirements

• Real estate industry experience (highly preferred)
• Background in operations, transaction coordination, or team support roles
• Experience supporting scaling teams or multi-office operations
• Exposure to checklist-driven or process-heavy environments
• Ability to push back constructively and improve processes
• Work Style & Culture Fit
• Collaborative, fast-paced, and direct communication style
• Values trust, reliability, and transparency above all
• Prefers proactive communication and initiative over seeking constant permission

Benefits

Additional Information

Job Title: Senior Executive Assistant Job Type: Full-Time, remote Working Hours: Monday - Friday 8 AM - 5 PM CT Salary: $1,800 - $2,200/month (negotiable based on experience) Location: LATAM

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