Real Estate Executive Assistant

The Executive Assistant (EA) will provide high-level administrative, sales coordination, and operational support to a hotel brokerage firm licensed across multiple U.S. states. The EA becomes a co-owner's right hand, reducing workload by handling lead intake, CRM updates, document preparation, client follow-ups, and coordination with agents.

This role requires exceptional attention to detail, strong organizational skills, and the ability to work in a fast-paced environment with high volumes of incoming leads (up to ~50/day). The EA will assist with listing onboarding, CRM accuracy, marketing material preparation, e-signature workflows, Drive file setup, client-facing coordination, and post-sale documentation tasks to ensure seamless brokerage operations.

The EA must be reliable, structured, tech-savvy, and capable of maintaining accuracy within a highly detailed brokerage ecosystem that has been refined over 15+ years. They will integrate with existing systems (Google Workspace, custom CRM, Asana) rather than introducing new platforms.

DUTIES AND RESPONSIBILITIES:

Sales Coordination & Client-Facing Support

• Prepare, update, and organize sales coordination documents, including listing agreements, special provisions, and compliance paperwork. 

• Request, organize, and follow up on monthly hotel performance reports from clients. 
• Assist with post-sales coordination by assembling closing packages, uploading required documents, and ensuring accuracy.
• Provide client-facing communication support as needed, following Marisa’s standards.

Lead Intake & CRM Management

• Monitor the business inbox for ~50 daily leads and inquiries. Enter new leads into the CRM or update existing profiles. 
• Validate lead details (name, phone, email) and merge or correct profiles as needed.
• Create agent reminders with correct property codes, dates, and assignments.
• Add all leads to the corresponding property campaigns to support mass outreach.
• Send property-specific email templates immediately after lead processing, including confidentiality agreement links. 
• Identify urgent or high-priority messages and escalate to the client via WhatsApp/text.

Administrative & Operational Tasks

• Assist with drafting listing agreements using correct templates based on licensing scenarios (licensed state, unlicensed state, broker of record variations). 
• Conduct light research (e.g., addresses, counties) when agents cannot provide complete listing details.
• Set up e-signature workflows in Google Docs, assign fields, add signer emails, and send signature requests. 
• Maintain organized Google Drive files: create listing folders using templates, update access permissions, ensure proper public/private folder setup, and upload executed agreements. 
• Assist in preparing marketing materials by updating templates, inserting provided content, and ensuring formatting accuracy (no low-quality AI-generated content). 

Post-Listing & Transaction Support

• Add completed listing agreements to the spreadsheet, including CA links and Drive links. 
• Populate closing folders with executed contracts, tax returns, offers, counteroffers, and other confidential materials.
• Assist with the coordination of broker-of-record packages in states where the client is not licensed. 
• Maintain confidentiality and ensure sensitive financial and legal documents are stored only in restricted-access areas.

General Executive Support

• Reduce the client's administrative load by managing repetitive tasks, data entry, file organization, and operational housekeeping. 
• Provide optional inbox and calendar support as needed.
• Support workflow organization to stabilize operations during rapid company growth.

Requirements

Real Estate or Brokerage Support Experience (Preferred)

• Knowledge of real estate transactional flow, preferably commercial or hotel brokerage.
• Experience reviewing agreements, coordinating signatures, or managing client documentation.

CRM & Lead Management Proficiency

• Ability to manage large lead volumes, maintain accurate databases, duplicate-check, and tag contacts correctly.
• Experience updating campaigns, reminders, and data structures.

Detail-Oriented Administrative Skills

• Ability to handle sensitive documents, follow strict naming conventions, and maintain multi-level Drive folder permissions.
• Skilled in formatting templates, proofreading documents, and managing complex workflows.

Communication & Client Interaction

• Strong written communication for sending templates, follow-ups, and professional emails.
• Ability to escalate key messages promptly and clearly.

Technical Skills

• Google Workspace (Docs, Sheets, Drive, Gmail, e-signature tools).
• Custom CRM navigation (training provided).
• WhatsApp for urgent team communication.
• Asana or similar task-tracking tools.

Benefits

• Fully remote work, Full-time & long-term role (not project based)
• Competitive Salary & appraisal opportunities
• HMO & Insurance
• PTO
• Lots of opportunities & areas for growth