ADMINISTRATIVE ASSISTANT / VIRTUAL ASSISTANT

About the Role

We're looking for an Administrative Assistant to keep the operational backbone of two related businesses running smoothly:

EA Realty — a residential real estate practice. Admin work here centers on client-facing operations: leads, transactions, and day-to-day correspondence with buyers/sellers.

Rise2Freedom — a coaching/consulting brand for real estate agents and teams, built on the same CRM/systems philosophy it teaches. Admin work here centers on client (coaching customer) management, content/website upkeep, and email marketing.

You'll manage CRM, inboxes, documents, and the Rise2Freedom Squarespace website across both brands, keeping everything organized so nothing falls through the cracks — the same "operational backbone" philosophy Rise2Freedom teaches its own clients.

RESPONSIBILITIES

CRM MANAGEMENT

Maintain CRM pipelines for both brands — leads, contacts, follow-up sequences, and status tracking
Update and clean contact records; flag stale or inactive leads
Set up and monitor basic automation/workflows (follow-up reminders, tagging, pipeline stages)

EMAIL MANAGEMENT

Manage and triage inboxes for both brands — flag priority items, draft responses, organize with labels/folders
Maintain a consistent, organized filing structure so nothing gets missed

EMAIL MARKETING

Build and send email campaigns: EA Realty listing/market updates; Rise2Freedom newsletter, blog ("Freedom Hub") promotion, and product/store launches
Maintain email lists, segmentation, and basic performance tracking (open/click rates)

DOCUMENT MANAGEMENT

Organize and maintain shared files, templates, SOPs, and client documents (separately by brand)
Help build/update checklists and workflow documents as processes evolve
Keep transaction/client paperwork organized and easy to retrieve

WEBSITE MANAGEMENT (SQUARESPACE)

Make routine updates to the Rise2Freedom Squarespace site (blog posts, store listings, minor copy/image updates)
Monitor for broken links, outdated content, or site issues and flag/fix as needed
Support occasional website projects (new pages, landing pages for campaigns)

ECOMMERCE (R2F STORE)

Manage product listings on the Rise2Freedom Squarespace store (templates, workbooks, digital products) — uploads, descriptions, pricing updates
Process and track orders, handle customer inquiries, and manage basic fulfillment for digital products
Monitor inventory/availability for any physical products and flag restocks
Support promotions, discount codes, and product launches in coordination with the marketing VA

GENERAL ADMIN SUPPORT

Calendar and appointment scheduling
Basic research and data entry
Ad hoc support coordinating with the marketing VA on shared projects

REQUIREMENTS
2+ years of experience in a VA, administrative, or operations support role
Hands-on CRM experience (any major platform — willingness to learn our specific setup)
Comfortable managing multiple inboxes and maintaining organized systems
Experience with Squarespace (or similar website builders) preferred
Experience with ecommerce/store management (Squarespace Commerce, Shopify, or similar) preferred
Experience with email marketing tools (Mailchimp, Flodesk, Squarespace Email Campaigns, etc.)
Comfortable managing separate workflows/records for two distinct businesses without mixing them up
Strong written English (C1/C2 level)
Reliable internet connection and ability to work independently with minimal supervision

WHAT MAKES YOU A FIT

You're the type of person who notices when something's about to fall through the cracks — and fixes it before it becomes a problem. You like organizing systems, not just following them, and you're comfortable holding two sets of priorities (real estate clients vs. coaching clients) without letting them blur together. Discretion and reliability matter here — you'll have access to client information and business operations for both brands.