Executive Assistant (Real Estate Focus)

Outsourcing Advantage is looking for a highly organized, proactive, and tech-savvy Executive Assistant with a strong emphasis on real estate operations. This position involves supporting daily business functions such as marketing, listing management, leasing assistance, CRM operations, and communication coordination. The perfect candidate will be detail-oriented, resourceful, and capable of handling multiple priorities in a fast-paced real estate setting.

Responsibilities

Marketing & Advertising

• Manage the entire property marketing process, including creating and maintaining listings on MLS, LoopNet, CoStar, Zillow, and other online platforms.
• Regularly update and maintain the inventory of all commercial and residential units across the online platforms.
• Ensure that all listings are fully uploaded, accurate, and consistently updated with the correct pricing, availability, and status.
• Coordinate photography, videography, and floor plans to guarantee professional-quality listing presentations.
• Create marketing materials such as flyers, email campaigns, and social media content, or work with external designers and printers to produce these materials.
• Maintain uniform branding across all public-facing materials to ensure consistency.

Leasing, Transaction Coordination & Deal Support

• Draft and prepare Letters of Intent (LOIs) for commercial leasing agreements.
• Provide assistance with lease documentation, maintain organization, and facilitate communication among stakeholders including attorneys, brokers, and clients.

CRM, Lead Tracking & Reporting

• Monitor deal progress from the initial inquiry through to the signed lease, ensuring continuous follow-up to advance deals.
• Manage and improve CRM workflows and automations while ensuring data accuracy.
• Consistently input and update leads, contacts, and deal stages.
• Generate reports on leads, conversions, pipelines, and task lists.
• Provide regular updates regarding listings, leads, and ongoing deals.
• Identify inefficiencies and suggest or implement improvements to the system.

Communication Responsibilities

• Handle email communications with clients, brokers, and vendors.
• Keep brokers and potential clients informed about availability updates.
• Draft polished replies while maintaining a consistent tone.
• Forward important emails to the relevant parties and flag urgent matters.
• Monitor and follow up on emails that have not yet received a response.

Requirements:
• Proven experience as an Executive Assistant, preferably within the real estate industry.
• Strong organizational skills with the capability to handle multiple tasks at once, accompanied by a keen attention to detail.
• Fluent English communication skills, both verbal and written, with a minimum proficiency level of C1 Advanced.
• Familiarity with real estate terminology and processes is a plus.
• Proficient in Microsoft Office Suite and other software commonly used in real estate.
• Experienced in graphic design utilizing tools such as Adobe and Canva.
• Understanding of commercial lease agreements.
• Background in social media marketing.
• Ability to craft engaging copy for property listings and advertisements.
• Knowledge of Multiple Listing Service (MLS) platforms.

Key Traits We’re Seeking

• Exceptional organizational skills with meticulous attention to detail
• Strong communication skills
• Self-driven and proactive attitude
• Technologically adept and quick learner
• Efficient multitasker with excellent prioritization abilities

Benefits:
• Competitive salary.
• Opportunity to work on diverse and exciting projects.
• Supportive and collaborative work environment.
• Weekly payments.
• Weekends off.
• Growth Opportunities