Real Estate Executive Virtual Assistant

Key Responsibilities

Executive & Administrative Support

• Manage the agent's calendar, scheduling, and day-to-day administrative tasks.

• Organize priorities, follow up on outstanding action items, and ensure deadlines are met.

• Turn voice notes, text messages, emails, and screenshots into organized tasks, reminders, and client communications.

• Help manage incoming calls, return calls, gather information, and escalate important items to the agent.

• Maintain organized workflows and continuously look for opportunities to improve efficiency.

Client & Listing Management

• Provide regular updates to sellers regarding listing activity, marketing efforts, showing activity, and next steps.

• Follow up with buyer's agents after property showings to collect feedback and communicate updates to sellers.

• Respond promptly to client inquiries via email, phone, Instagram, Facebook, and other communication channels.

• Deliver professional, friendly, and timely communication with clients, agents, vendors, and other partners.

Lead & CRM Management

• Manage and follow up with new and existing leads to ensure consistent communication.

• Maintain accurate client records and activity within Lofty CRM (or similar platforms).

• Track leads, clients, vendors, and outstanding tasks to ensure nothing is overlooked.

• Assist with client nurturing and relationship management.

Transaction & Vendor Coordination

• Work alongside the transaction coordinators to support active transactions.

• Coordinate with vendors, including photographers, inspectors, surveyors, power washing companies, contractors, and other service providers.

• Track vendor timelines and ensure tasks are completed on schedule.

• Assist with listing preparation and buyer follow-up throughout the transaction process.

Marketing & Business Support

• Assist with listing marketing and promotional activities.

• Help manage social media communications and online engagement.

• Support business development initiatives, local market research, and real estate investment opportunities.

• Help maintain relationships with clients, vendors, contractors, and community partners.

Requirements

Qualifications

• Previous experience supporting a real estate agent, broker, or real estate team.

• Experience using real estate CRM platforms, preferably Lofty (or similar systems such as Follow Up Boss or KVCORE).

• Excellent spoken and written English with the confidence to communicate directly with clients, agents, and vendors.

• Strong organizational, multitasking, and follow-up skills.

• Experience coordinating vendors and managing multiple projects simultaneously.

• Familiarity with Instagram, Facebook, email, and other client communication platforms.

• Self-motivated with the ability to work independently and prioritize effectively.

• Customer-service oriented with a professional and friendly communication style.

Ideal Candidate

We're looking for someone who is

• Highly organized and detail-oriented.

• Proactive and able to identify what needs attention without waiting for detailed instructions.

• Comfortable managing multiple priorities in a fast-paced environment.

• A strong communicator who can confidently interact with clients, agents, and vendors.

• Resourceful, dependable, and solutions-oriented.

• Interested in growing with the business and becoming a trusted long-term partner to the agent.

What Success Looks Like

Within your first few months, you will

• Keep the agent organized and ensure important tasks never fall through the cracks.

• Provide outstanding communication and follow-up with clients, buyer's agents, and vendors.

• Maintain accurate CRM records and organized workflows.

• Support listings, marketing, buyer follow-up, and transaction coordination.

• Anticipate needs, solve problems proactively, and become the agent's trusted right hand.

Benefits

• Client Relationship: You will be directly working with the client. This means that you will communicate with the client, provide services, and address any client-related matters independently.

• Payments: All payments for your services will be handled by the client. The company is not involved in processing your payroll. Your salary will directly go to you.

• Vacation Leaves and Holidays: While we may have recommendations or guidelines regarding vacation leaves and holidays, the decision is entirely at the discretion of the client. You are expected to align your schedule with the client’s business needs and any specific policies or preferences they may have in this regard.

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Application Process

• As part of your application, you’ll be asked to record your responses to the initial interview questions through a Loom video (questions & instructions are in the application page).

• Our team will carefully review your submission, and if shortlisted, we’ll share your responses with the client for their review and next steps.

• Please treat this recording as you would a real interview:

• Come prepared and make sure you’re clearly visible on camera.

• Record your answers in a quiet, well-lit, and clutter-free space with a stable internet connection.

• We’re excited to get to know you better! Show us your personality and strengths. We encourage you to answer authentically and in your own words, without reading from a script or using AI tools.