Executive Administrative Assistant

Description

I’m looking for a highly organized, proactive Executive Assistant to support the day-to-day operations of a fast-growing real estate brand. You’ll manage my schedule, streamline systems, support client workflows, oversee project follow-through, and help keep the business running smoothly behind the scenes.

• Manage vendors, supplies, and office organization.
• Keeping everyone aligned and eliminating bottlenecks.
• Managing calendars for shoots, partnerships, and posting schedules.
• Handle confidential information with absolute discretion.
• Identify gaps in operations and propose solutions proactively.
• Maintain inbox organization and ensure timely follow-up on all tasks.
• Communicating with the social media manager to ensure deadlines, brand deals, and deliverables stay on track.
• Coordinate travel, events, and appointment scheduling.
• Assist with listing preparation: scheduling photos, staging coordination, ordering signs, and ensuring all marketing tasks are completed on time.
• Organizing content, notes, ideas, and timelines so filming days + posting run efficiently.
• Track transaction timelines and keep all parties on schedule.
• Track ongoing projects and due dates so nothing falls through the cracks.
• Assist with personal scheduling, errands, reservations, household coordination, and miscellaneous life tasks.
• Coordinate with lenders, inspectors, vendors, and clients
• Uploading or organizing footage, pulling clips, or handling simple prep tasks when needed.
• Prepare, proofread, and organize documents, contracts, and marketing materials.
• Manage daily calendars, meetings, reminders, and scheduling priorities.
• Coordinate and attend vendor appointments, including follow-up inspections, repair walkthroughs, and contractor access as needed
• Create structure within the business by building systems, checklists, and workflows that improve efficiency.

Requirements

You will not be creating or managing content — I have a dedicated social media manager.

This role is perfect for someone who thrives in a fast-paced environment, loves taking ownership, and enjoys supporting a business that blends real estate, design, and creative marketing.

Social Media Workflow Support (NOT content creation)

• Someone who is uncomfortable coordinating with creative teams
• Exceptional organization and the ability to manage multiple priorities at once.
• Strong communication skills and a confident, professional demeanor.
• A proactive, problem-solving mindset — you anticipate needs without being asked.
• Ability to work in a fast-moving, creative business environment.
• Someone who dislikes a constantly evolving workflow
• You love supporting both business operations and creative workflows
• Experience as an Executive Assistant, Operations Assistant, or similar role.
• Reliable transportation + occasional weekend availability during busy seasons.
• Tech-savvy: comfortable with Google Workspace, Microsoft Office, project management tools, CRM's and learning new systems quickly.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance