Senior Executive Assistant

This organization is part of a globally recognized real estate network, operating multiple offices with a growing team of agents and a strong focus on scaling operations. It provides residential real estate services while emphasizing operational efficiency, agent support, and performance. With a focus on trust, accountability, and proactive execution, the team continuously improves processes, implements checklist-driven systems, and strengthens internal support to ensure consistent, high-quality service across all locations.

We are looking for a highly proactive Senior Executive Assistant to act as a right-hand to leadership and support multi-layered real estate operations.

This is not a traditional EA role — it is a hybrid of Executive Assistant, Operations Coordinator, and Junior Project Manager, with strong ownership expectations.

This role will evolve into a project management and team-lead support function, potentially overseeing additional assistants as the company scales.

• Manage executive calendar, email, and daily administrative workflows

• Ensure all assigned tasks are completed without repeated follow-ups

• Provide daily updates confirming task completion and status

• Convert ideas, discussions, and priorities into structured plans, checklists, and timelines

• Own projects from ideation through execution and completion

• Build and maintain scalable operational systems and documentation

• Review contracts for accuracy and ensure proper uploads (24–48 hour turnaround SLA)

• Manage transaction coordination using SkySlope

• Support CRM workflows using BoldTrail

• Maintain compliance-ready documentation and audit trails

• Support agents with technical troubleshooting and system guidance

• Assist with onboarding documentation and training materials

• Maintain and update structured onboarding and operational checklists

• Ensure smooth handoffs between processes and team members

• Provide clear, structured updates on ongoing tasks and initiatives

• Prepare weekly coaching call materials and agent performance summaries

• Track agent metrics and assist in monthly performance reporting

• Escalate issues proactively when blockers arise

• Identify and flag promising leads for follow-up

• Perform initial outreach where needed (non-closing role)

• Ensure timely routing of leads to leadership for follow-up

• Manage social media updates and agent recognition posts

• Support retention efforts through communication and engagement initiatives

• 5+ years of experience as an Executive Assistant, Operations Coordinator, or similar role

• Fluent English (strong comprehension required — not just conversational fluency)

• Experience with CRMs or transaction systems (BoldTrail, SkySlope, or similar)

• Proven ability to work independently with minimal supervision

• Strong organizational and project management skills

• High attention to detail and strong follow-through

• Comfortable working in fast-paced, evolving environments

• Strong written and verbal communication skills

• Ability to work across US time zones (Central Time preferred alignment)

• Real estate industry experience (highly preferred)

• Background in operations, transaction coordination, or team support roles

• Experience supporting scaling teams or multi-office operations

• Exposure to checklist-driven or process-heavy environments

• Ability to push back constructively and improve processes

• Collaborative, fast-paced, and direct communication style

• Values trust, reliability, and transparency above all

• Prefers proactive communication and initiative over seeking constant permission