PT to FT Executive Assistant with Real Estate Assistant Experience

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 Assistantto 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