Executive Assistant

Job Description:

• Assist clients as directed
• Maintain client relations and refine internal processes supporting COYL and clients
• Manage communication between clients’ upper management and employees
• Liaise with internal and external executives on projects and tasks
• Plan and orchestrate work to meet client priorities and organizational goals
• Supervise administrative aspects of real estate transactions from executed purchase agreement to closing
• Review contracts, disclosures, and addendums for accuracy and submit them for file compliance
• Coordinate communication among agents, clients, lenders, title officers, and inspectors
• Track inspection, loan approval, appraisal, and other contingency deadlines
• Open escrow and manage earnest money deposits
• Input client information into CRM and transaction management software such as DocuSign, SkySlope, and Dotloop
• Manage clients’ professional and personal needs
• Track detailed records in the timekeeping system
• Coordinate complex scheduling, calendar management, and information flow for senior executives
• Arrange client travel, including hotels, transportation, and meals
• Perform administrative and office support, including typing, dictation, spreadsheets, faxing, filing, and contact database maintenance
• Maintain professionalism and strict confidentiality
• Organize client communications and answer phones
• Plan client events
• Respond to requests within a maximum of 4 business hours
• Navigate competing priorities while multitasking
• Perform other tasks as needed

Requirements:

• 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 ability to organize and coordinate multiple projects
• Proficiency in Microsoft Office and other office productivity tools
• Aptitude to learn new software and systems
• Ability to maintain confidentiality
• Promptness and motivated self-starter
• Confident and professional phone presence
• Available to help with urgent requests
• Associates or above degree in administration; or equivalent experience (preferred)
• Experience developing internal processes and filing systems (preferred)
• Knowledge of CRM such as Active Campaign, Zoho, or Pipedrive (preferred)

Benefits:

• Remote work from home
• Part-time schedule with potential to grow to full-time
• Connected through Zoom meetings and Teams
• Flexible work environment
• Work with a variety of clients and projects