Executive Residential Real Estate Virtual Assistant

We are seeking a highly organized, detail-oriented, proactive, and dependable Executive Residential Real Estate Virtual Assistant to provide high-level administrative, operational, transaction, client, and executive support to a growing residential real estate business.

This position is ideal for someone who understands that being an exceptional real estate assistant is about more than completing a checklist. We are looking for someone who can anticipate needs, manage details, follow through, communicate proactively, research solutions, and take ownership of responsibilities from start to finish.

The right candidate will be comfortable working behind the scenes to keep the business organized and moving forward. You should be able to manage multiple priorities, maintain accurate records, communicate professionally with clients and vendors, and handle time-sensitive real estate tasks without sacrificing attention to detail.

Because this is an executive-level support position, judgment, discretion, initiative, accountability, and reliability are extremely important.

We are looking for someone who wants to build a long-term professional relationship and career in residential real estate, not simply complete tasks on a daily basis.

About the Role

As our Executive Residential Real Estate Virtual Assistant, you will provide support across several areas of the business, including:

• Executive and administrative support
• Residential real estate transactions
• MLS and listing management
• CRM and database management
• Client and vendor communication
• Lead management and follow-up
• Marketing and social media
• Calendar and schedule management
• Research and business support
• Event coordination
• File and document management
• General operational support

You will work closely with the team and will be expected to learn our systems, understand our processes, and gradually take greater ownership of recurring responsibilities.

Key Responsibilities

Executive & Administrative Support

• Manage and maintain calendars, appointments, meetings, and schedules.
• Assist with daily planning and prioritization.
• Monitor deadlines, follow-ups, and outstanding tasks.
• Prepare information, documents, and materials needed for meetings and appointments.
• Conduct online research and gather information when requested.
• Assist with travel planning, appointments, reservations, and other executive tasks.
• Maintain organized digital files and folders in Google Drive.
• Help ensure important information is easy to locate and properly documented.
• Handle confidential and sensitive information with professionalism and discretion.

Residential Real Estate & Transaction Coordination

• Support residential real estate transactions from contract through closing.
• Track important dates, deadlines, contingencies, inspections, appraisals, financing, and settlement requirements.
• Prepare, organize, and review contracts, disclosures, addenda, and other transaction documents.
• Maintain complete and organized transaction files.
• Coordinate with buyers, sellers, agents, lenders, title and settlement companies, attorneys, inspectors, appraisers, vendors, and other professionals.
• Follow up on outstanding documents, signatures, payments, and transaction requirements.
• Assist with transaction management platforms such as SkySlope, Dotloop, or similar systems.
• Help ensure transaction-related tasks are completed accurately and on time.
• Identify missing information, inconsistencies, or potential issues and bring them to the team's attention promptly.

MLS & Listing Support

• Assist with preparing and maintaining residential property listings.
• Enter and update listing information accurately in the MLS.
• Review listing details for accuracy, including property information, pricing, dates, remarks, showing instructions, disclosures, and other required information.
• Assist with listing status changes, listing updates, photos, documents, and other MLS-related tasks.
• Research comparable properties and market information when requested.
• Assist with listing preparation and property marketing coordination.
• Double-check MLS information before publishing or making changes.

CRM, Database & Lead Management

• Maintain accurate and organized contact records.
• Enter and update leads, clients, prospects, vendors, and professional contacts.
• Manage and update information in CRM systems such as Cloze, Monday, Referral Maker, or similar platforms.
• Track lead activity, follow-ups, appointments, and important client information.
• Assist with database cleanup and organization.
• Help ensure important contacts and information are not overlooked.
• Support lead follow-up and relationship management activities as directed.

Client & Professional Communication

• Communicate professionally with clients, agents, vendors, lenders, title companies, attorneys, and other real estate professionals.
• Draft and proofread email s, correspondence, and other communications.
• Provide timely updates regarding tasks, transactions, appointments, and outstanding items.
• Follow up professionally and persistently when information or action is needed.
• Escalate issues appropriately while first making a reasonable effort to understand and research the problem.
• Maintain a warm, professional, and service-oriented communication style.

Marketing & Social Media

• Assist with email marketing and client communications.
• Help create and organize social media content.
• Assist with Canva graphics and basic video editing.
• Schedule and publish social media content as directed.
• Manage and monitor the owner's social media accounts.
• Track engagement and maintain organized records of marketing activities.
• Assist with marketing research, property-related content, and other promotional activities.

Events & Business Development

• Research venues, services, vendors, and event options.
• Request and organize quotes and pricing information.
• Assist with invitations, RSVPs, reminders, follow-ups, and event logistics.
• Maintain organized event information and guest lists.
• Assist with client appreciation events, networking events, and other business activities.

Research & Problem-Solving

• Conduct online research to find accurate and relevant information.
• Research solutions when encountering unfamiliar software, systems, or processes.
• Compare options and provide organized information to support decision-making.
• Avoid immediately escalating problems that can reasonably be researched or resolved independently.
• Clearly communicate findings, recommendations, and potential concerns.

What We Are Looking For

The ideal candidate is someone who:

• Has at least 3 years of experience supporting a residential real estate agent, broker, or real estate team.
• Understands the basic residential real estate transaction process.
• Has experience with transaction coordination, MLS, CRM, or real estate administrative work.
• Is highly organized and naturally detail-oriented.
• Understands the importance of deadlines in a real estate transaction.
• Double-checks work before submitting it.
• Takes ownership rather than waiting to be told what to do at every step.
• Can identify what needs to happen next and follow through.
• Communicates proactively rather than waiting for someone to ask for an update.
• Is comfortable handling multiple priorities.
• Can distinguish between urgent, important, and routine tasks.
• Is comfortable working independently while knowing when to ask for clarification.
• Is willing to research and learn before escalating a problem.
• Has excellent written and spoken English.
• Has strong grammar, spelling, proofreading, and professional communication skills.
• Is comfortable working with confidential information.
• Is dependable and consistent.
• Learns new technology and software quickly.
• Takes pride in producing accurate, polished, professional work.

Required & Preferred Experience
Required

• 3+ years of experience in a residential real estate support role.
• Experience supporting a real estate agent, broker, or real estate team.
• Strong understanding of administrative workflows and deadlines.
• Excellent written and verbal English communication skills.
• Strong attention to detail and proofreading ability.
• Excellent organization and time management skills.
• Ability to work independently and manage competing priorities.
• Reliable high-speed internet connection.
• Quiet and professional workspace.
• Availability to work five days per week during agreed U.S. business hours, with occasional weekend availability when needed.

Preferred
Experience with one or more of the following:

• Bright MLS or another MLS platform
• SkySlope
• Dotloop
• Cloze
• ----------
• Referral Maker
• Google Workspace
• Canva
• Zoom
• Microsoft Office
• Social media management platforms
• Transaction coordination systems
• Real estate CRM systems

Experience with other real estate software is welcome. We value the ability to learn new systems quickly more than knowing every platform listed above.

What Success Looks Like

Within this role, success means you:

• Complete work accurately with minimal errors.
• Review and double-check your work before submitting it.
• Keep tasks, deadlines, and follow-ups organized.
• Take ownership of responsibilities from beginning to completion.
• Follow through without needing repeated reminders.
• Keep Karl and the team informed of progress.
• Communicate potential problems before they become bigger problems.
• Research solutions before escalating routine issues.
• Ask thoughtful questions when clarification is genuinely needed.
• Learn our systems and processes quickly.
• Remember instructions and apply them consistently.
• Protect confidential information.
• Maintain professional communication with clients and business partners.
• Stay calm and organized when priorities change.
• Look for ways to make processes more organized and efficient.