Virtual Assistant & Operations Coordinator

We are looking for a highly organized, proactive, and dependable Executive Assistant & Operations Coordinator to support the proprietor across multiple business functions.

This is a multi-functional position that combines executive assistance, real estate transaction coordination, sales coordination, client communication, lead prospecting, administrative support, and general business operations.

The ideal candidate is someone who can take ownership of tasks, stay ahead of deadlines, communicate professionally, follow up consistently, and keep multiple projects organized without needing constant supervision.

You will work closely with the proprietor of a growing real estate business and will also provide administrative and operational support. This is not a traditional “wait for instructions” virtual assistant position. We are looking for someone who can become a trusted right hand to the proprietor and help keep the businesses running efficiently.

NOTE: WE WILL TEACH THE IDEAL CANDIDATE IN EVERYTHING. WE WORK TOGETHER AS A TEAM TO FIGURE STUFF OUT!

Key Responsibilities

1. Executive Assistant Responsibilities

- Provide day-to-day administrative and organizational support to the owner.
- Responsibilities may include:
- Managing and organizing the owner's calendar and appointments
- Scheduling meetings, calls, showings, inspections, and other appointments
-Managing follow-ups and reminders
-Organizing tasks, priorities, deadlines.
-Following up with people on behalf of the owner
-Preparing information before meetings and appointments
-Organizing emails and identifying messages requiring action
-Drafting professional emails, text messages, and other communications
-Maintaining organized digital files and documents
-Researching companies, people, properties, products, services, and business opportunities
-Making phone calls when necessary
-Coordinating appointments with vendors, clients, contractors, attorneys, lenders, inspectors, and other professionals
-Helping the proprietor stay organized and focused on high-value activities
-Handling miscellaneous administrative tasks and personal/business follow-ups as assigned
-The Executive Assistant should proactively identify items that need attention rather than waiting to be reminded.

2. Real Estate Operations Coordination

Assist with the coordination and administration of residential real estate transactions from contract acceptance through closing.

Responsibilities may include:

-Opening and organizing transaction files
-Collecting contracts and transaction documents
-Maintaining accurate transaction checklists
-Tracking important contractual deadlines
-Coordinating with buyers, sellers, agents, attorneys, lenders, inspectors, appraisers, title companies, and other parties
-Sending reminders regarding upcoming deadlines
-Following up on missing documents
-Coordinating inspections and inspection-related communication
-Tracking earnest money deposits
-Following up regarding attorney review items
-Tracking appraisal status
-Following up with lenders regarding financing and underwriting milestones
-Tracking mortgage commitment and clear-to-close status
-Coordinating final walkthrough scheduling
-Preparing closing-related checklists
-Confirming that required documents have been received
-Keeping the proprietor informed of outstanding items and potential delays
-Communicating with all parties professionally and promptly

3. Sales & Lead Coordination

Assist with generating and managing new real estate business.

Responsibilities may include:
-Prospecting for potential buyers, sellers, investors, landlords, and other real estate clients.
-Researching potential leads
-Building and maintaining lead lists
-Sending follow-up texts and emails
-Following up with past leads and prospects
-Qualifying potential clients
-Asking discovery questions to understand a prospect's needs
-Entering and maintaining accurate information in the CRM
-Tracking lead status and next steps
-Scheduling appointments and consultations for the owner
-Following up with leads who have not responded
-Maintaining consistent follow-up campaigns
-Identifying opportunities to reconnect with past clients and prospects
-Researching homeowners, properties, businesses, and potential real estate opportunities
-Helping maintain the sales pipeline
-Providing daily or weekly lead-generation reports

The goal is not simply to make new leads. You will be given leads and the goal is to create conversations, identify opportunities, schedule appointments, and keep prospects moving through the pipeline.

4. Client Communication & Follow-Up

Help ensure that clients and business contacts receive timely and professional communication.

You may be responsible for:
-Sending appointment confirmations
-Sending reminders
-Following up after meetings and calls
-Checking in with clients regarding outstanding items
-Communicating transaction updates
-Following up with vendors and service providers
-Responding to routine inquiries
-Escalating important questions or issues to the owner
-Maintaining professional relationships with clients and business contacts
-You should be comfortable communicating with people by: Email, Phone, SMS/text, CRM, Video conferencing, Other communication platforms

5. Other Business & Administrative Support

Because the proprietor operates multiple businesses and projects, the role will also include general business operations outside of real estate.

Tasks may include:
-Researching business opportunities
-Following up with vendors and companies
-Requesting quotes
-Scheduling appointments
-Organizing documents
-Managing spreadsheets
-Data entry
-Online research
-Preparing reports
-Comparing products or services
-Following up on business inquiries
-Coordinating projects
-Monitoring outstanding tasks
-Assisting with marketing and administrative projects
-Helping launch and organize new business initiatives
-Completing other reasonable administrative and operational assignments
-The responsibilities of this role may evolve as the businesses grow.

6. Marketing & Business Development Support

Depending on experience and business needs, the Executive Assistant may also assist with:
-Social media scheduling
-Preparing marketing materials
-Organizing real estate marketing campaigns
-Managing lead-generation campaigns
-Researching advertising opportunities
-Updating databases
-Preparing email campaigns
-Organizing open-house marketing
-Tracking marketing results
-Researching competitors and local markets
-Helping coordinate direct-mail and digital marketing campaigns
-Experience with real estate marketing, CRM systems, social media, Google Workspace, Canva, or similar tools is a plus.

What We Are Looking For

We are looking for someone who is:
-Highly Organized -You can manage multiple transactions, leads, projects, and deadlines without losing track of details.
-Proactive -You don't simply wait for instructions. You see what needs to be done and take action.
-Excellent at Follow-Up -You understand that consistent follow-up is critical in both real estate and business.
-Detail-Oriented -You catch missing documents, incorrect information, approaching deadlines, and small mistakes before they become larger problems.
-Professional - You can communicate professionally with clients, attorneys, lenders, agents, contractors, vendors, and business owners.
-Reliable - If you say something will be completed, it gets completed.
-Tech-Savvy - You are comfortable learning and working with multiple software platforms and online systems.
-Resourceful - When you don't know how to do something, you know how to research it, learn it, and figure it out.
-Comfortable With Multiple Priorities - You can switch between a real estate transaction, a sales lead, an executive task, and another business project while maintaining organization.

Required Skills & Qualifications
-Previous experience as an assistant. Everything else will be taught!
-Excellent written and spoken English
-Strong communication skills
-Strong organizational and time-management skills
-Excellent follow-up skills
-Ability to work independently
-Strong attention to detail
-Comfortable SPEAKING TO EXSISTING CLIENTS
-Proficiency with Google Workspace
-Comfortable with spreadsheets and online research
-Professional and reliable internet connection
-Quiet and professional home/work environment
-Ability to maintain strict confidentiality
-Preferred Experience
-Experience in any of the following is highly preferred but not mandatory:
-U.S. residential real estate
-Real estate transaction coordination
-Lead generation
-Cold calling
-CRM management
-Executive assistance
-Sales coordination
-Customer service
-Work Schedule
-The position will primarily support a U.S.-based real estate business, so the employee must be able to maintain a schedule that provides significant overlap with U.S. Central Time business hours.
Specific working hours will be discussed during the hiring process.
-Occasional flexibility may be required for urgent transactions, important appointments, or time-sensitive business matters.

Confidentiality & Trust
This position will have access to confidential business, client, financial, transaction, and personal information.
The successful candidate must understand the importance of:
-Confidentiality
-Data security
-Professional discretion
-Protecting client information
-Protecting business information
-Following company procedures
-Not sharing company information with unauthorized individuals
-A confidentiality agreement/NDA may be required.

Why This Role Is Different
This position is designed for someone who wants to become a long-term, trusted member of a growing business, rather than someone looking for a basic task-based VA position.

You will have exposure to:
-Real estate sales
-Real estate transactions
-Lead generation
-Business operations
-Executive administration
-Marketing
-Business development
-Multiple business ventures
-As the businesses grow, there is potential for the responsibilities and level of this position to grow as well.

Ideal Candidate
The ideal candidate would describe themselves as:

“I don't need to be told about every single thing. I keep track of what needs to happen, follow up with the right people, solve problems when I can, and let my boss know when something requires his attention.”

If you are highly organized, proactive, professional, persistent with follow-up, and enjoy being the person who keeps everything moving, this position may be a strong fit.