Operational Executive Assistant (Job ID: MATTIA1EA)

Location: Remote

✨ IMPORTANT – WATCH THIS QUICK LOOM VIDEO ON HOW TO GET HIRED:
📽️ https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

🇬🇧 C1 ENGLISH LEVEL IS REQUIRED.
The selected candidate will be speaking strictly in English during their entire shift.

🎤 PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH
 

Job Details

About the Client:

The client is a fast-paced, highly active real estate company specializing in residential buying, selling, and investor relations. The firm operates in a dynamic, seasonal market that requires high energy, strict operational discipline, and exceptional client care. As the business grows, the Founder requires a high-level operational partner to streamline workflows, protect sensitive data, and build scalable internal systems. 

The client also manages a mortgage company. The executive assistant will be responsible for supporting both businesses simultaneously. 
 

About the Role:

We are seeking a proactive, deeply accountable Executive Assistant to support the Founder across all core operations. We are strictly looking for an assertive critical thinker who takes total ownership, anticipates needs, and drives resolution—not a passive order-taker. You will serve as the operational backbone of the company: overseeing team members, managing high-level inbox flows, onboarding new clients/agents, and converting tribal knowledge into bulletproof internal documentation. 
 

Key Responsibilities:

• SOP & Process Documentation (High Priority): Systematize operations by creating and updating clear Standard Operating Procedures (SOPs)—especially regarding agent and client workflows—to ensure processes stay current and scalable.
• Task Delegation & Accountability: Assign tasks to the appropriate team members, oversee the Transaction Coordinator, and maintain tight accountability to ensure no details fall through the cracks.
• Email & Inbox Ownership: Fully own and manage the Founder’s inbox—moving beyond simple flagging to actively resolving issues and drafting responses independently.
• Client & Agent Onboarding: Seamlessly handle onboarding for new real estate agents and clients, including conducting brief introductory screening chats to gauge client urgency.
• Calendar & Operations Management: Oversee calendar scheduling, prioritize daily tasks, and maintain seamless administrative order during peak market seasons.
   

Qualifications & Skills

• Real Estate Experience: Prior experience supporting a senior executive within the real estate industry is strongly preferred.
• Critical Thinking & Ownership: Proven ability to solve problems autonomously, exercise sound judgment, and drive projects forward without direct supervision.
• Seasonal Stamina & Reliability: Ability to thrive under high-velocity, peak-season conditions with steadfast consistency and dedication.
• Data Security & Privacy: Strict adherence to data privacy standards and security safeguards when handling sensitive client and financial information.
• Communication: Exceptional written and spoken English-Spanish skills.
• Technical Skills: The position requires proficiency in Google Workspace.