Executive Assistant / Appointment Setter

Job Title: Executive Assistant / Appointment Setter

Location: Remote

Schedule: Full-time | 9:00 AM - 6:00 PM Mountain Standard Time

Salary: Negotiable based on experience

The company is looking for a proactive Executive Assistant / Appointment Setter to support our sales and marketing operations. This role focuses on managing leads and client interactions inside HighLevel, assisting, and handling social media scheduling for the company.

The ideal candidate is highly organized, tech-savvy, and comfortable managing both administrative tasks and lead engagement in a fast-paced environment.

Role Overview

• 75% Client-Facing Responsibilities: Making calls, sending messages, and setting appointments for real estate agents (e.g., showings, initial reviews, and consultations) using leads provided through paid ads and other channels.

• 25% Administrative & Social Media Support: Scheduling social media posts in bulk (2–3 times per month) and providing general administrative assistance.

You will function as an assistant to an Account Manager and the client team, ensuring leads are contacted promptly and appointments are scheduled efficiently.

Key Responsibilities

Lead Management & Appointment Setting

• Respond to leads and inquiries inside HighLevel, ensuring timely and professional communication.

• Move qualified leads to agents and coordinate follow-ups.

• Schedule appointments and manage agent calendars as needed.

• Maintain accurate lead and contact records in HighLevel.

Administrative & Social Media Support

• Schedule and manage social media posts for clients inside HighLevel.

• Assist with campaign management, reminders, and task tracking.

• Support executives and agents with administrative tasks, including reporting and documentation.

Collaboration & Process Management

• Coordinate with sales agents to ensure smooth lead handoffs.

• Collaborate with marketing and operations teams to maintain consistent workflows.

• Identify opportunities to improve processes and increase efficiency.

Requirements

• 3+ years of experience as an Executive Assistant or in a sales support role.

• Outstanding verbal and written communication skills in English.

• Ability to manage multiple tasks and priorities in a fast-paced environment.

• Strong organizational skills and attention to detail.

• Familiarity with CRM systems and appointment scheduling tools.

• Proactive approach to problem-solving with the ability to work independently.

• Sales experience or appointment setting experience is a plus.

Preferred Qualifications

• 2+ years of experience in virtual assistance, appointment setting, or administrative support.

• Strong written and verbal communication skills.

• Familiarity with HighLevel CRM/marketing automation is highly preferred.

• Ability to manage multiple tasks, prioritize effectively, and maintain attention to detail.

• Comfortable scheduling social media content and basic marketing support tasks.

• Tech-savvy and quick to learn new tools or software.

Nice to Have

• Previous experience supporting sales or marketing teams.

• Familiarity with social media management platforms.

• Experience in lead generation, pipeline management, or inside sales support.

Who Thrives Here

• You are proactive, detail-oriented, and take ownership of tasks.

• You enjoy working with sales teams to manage leads and appointments.

• You are comfortable handling multiple systems and processes in a remote environment.

• You thrive in a fast-paced role combining administrative support with lead and social media management.

Benefits

• Remote Work: Work from anywhere—our team is global, and we value work-life balance.

• Growth Opportunities: As a key player i you’ll have the chance to shape your role and grow with us.

• Innovative Culture: Join a team that is passionate about leveraging data to solve challenges and drive success in a rapidly evolving market.

As part of our recruitment process, all candidates will be kindly asked to agree to the company’s Confidentiality and Non-Circumvention Agreement . This ensures a respectful and professional experience for everyone involved.