Executive Assistant

Executive Assistant / Operations \& AI Marketing Coordinator

Location: Miami, FL (Hybrid or Remote – Miami\-based required)

Job Type: Part\-time to Full\-time (20–40 hrs/week)

Compensation: Competitive, based on experience

Job Overview

We are a modern, tech\-forward real estate brokerage, investment, and property management firm actively doing deals and managing properties across Miami, New York, Los Angeles, and Palm Springs.

We are seeking a sharp, motivated Executive Assistant to support operations, marketing, bookkeeping coordination, tenant management, and AI\-driven automation initiatives. This role is ideal for someone early to mid\-career who is highly organized, tech\-savvy, and excited about using AI tools to optimize workflows and scale a multi\-market real estate business.

You’ll work directly with the founder and play a real role in building efficient systems—not just handling tasks.

ResponsibilitiesExecutive \& Administrative Support

• Manage calendars, scheduling, reminders, and follow\-ups
• Handle inbox management and professional client communications
• Prepare documents, listings, contracts, and internal reports
• Maintain CRM data, pipelines, and task tracking
• Coordinate vendors, showings, inspections, and deadlines across multiple markets

Marketing \& Growth Support

• Assist with listing launches and marketing timelines
• Create and schedule social media posts (Instagram, LinkedIn, Facebook)
• Support email campaigns and client communications
• Update website content and property listings
• Create basic marketing materials (Canva, presentations, flyers)

Bookkeeping \& Financial Support

• Assist with basic bookkeeping and expense tracking
• Organize invoices, receipts, and vendor payments
• Track property\-level income and expenses
• Coordinate with external accountants/bookkeepers as needed
• Help maintain clean financial records for multiple properties and entities

Tenant \& Property Management Support

• Assist with tenant communications and coordination
• Track leases, renewals, notices, and key dates
• Coordinate maintenance requests and vendor follow\-ups
• Help manage property\-related documentation and compliance items

AI \& Automation (Key Focus)

• Use AI tools (ChatGPT, Claude, Gemini, etc.) to:
• Draft emails, marketing copy, and tenant communications
• Automate repetitive administrative and bookkeeping tasks
• Improve CRM workflows and follow\-up systems
• Optimize internal processes and documentation
• Experiment with automation tools (Zapier, Notion, Airtable, etc.)
• Continuously identify ways to save time and increase efficiency

Ideal Candidate

• Based in
Miami, FL (required)
• 1–4 years experience as an Executive Assistant, Operations Coordinator, or similar
• Exposure to real estate, property management, or bookkeeping is a plus
• Strong interest in
AI, automation, and productivity tools
• Highly organized, proactive, and detail\-oriented
• Strong written communication skills
• Comfortable learning new tools and systems quickly
• Reliable, responsive, and professional

Tools You’ll Work With

• Google Workspace
• CRM platforms (Lofty or similar)
• Canva
• ChatGPT and other AI tools
• DocuSign / PDF editors
• Task \& automation tools (Notion, Zapier, ClickUp, etc.)
• Bookkeeping software (QuickBooks or similar – experience a plus)

What We Offer

• Long\-term role with growth potential
• Flexible schedule
• Direct mentorship from the founder
• Exposure to real estate deals and property management across
Miami, NYC, LA, and Palm Springs
• Hands\-on experience with AI\-powered business operations

To Apply:

Submit your resume, a brief introduction, and (if applicable) examples of how you’ve used—or want to use—AI, automation, bookkeeping, or operational tools in your work.

Job Type: Full\-time

Pay: $30,000\.00 \- $50,000\.00 per year

Benefits:

• Flexible schedule
• Professional development assistance

License/Certification:

• Real Estate License (Required)

Work Location: Hybrid remote in Miami Beach, FL 33140