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..

Key responsibilities include:

• Manage the end-to-end property marketing process, including creating, publishing, and maintaining listings across online platforms; ensure listing accuracy for pricing, availability, and status.
• Coordinate photography, videography, and floor plans to support professional-quality listing presentations.
• Create and coordinate marketing collateral (flyers, email campaigns, social media content) and collaborate with external designers/printers as needed; maintain consistent branding across public-facing materials.
• Draft and prepare Letters of Intent (LOIs) and support leasing/transaction coordination by organizing documentation and facilitating communication among attorneys, brokers, and clients.
• Track leads and deal progress from inquiry through signed lease; ensure timely follow-up to advance deals.
• Manage and improve CRM workflows and automations; maintain accurate data entry for leads, contacts, and deal stages.
• Generate and share reports on leads, conversions, pipeline status, and task lists; provide regular updates on listings, leads, and active deals; identify and implement process improvements.
• Handle email communications with clients, brokers, and vendors; draft polished responses, route/flag urgent items, and follow up on unanswered messages.

Requirements:
Required Qualifications:

• 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.
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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:
• Opportunity to work on diverse and exciting projects.
• Supportive and collaborative work environment.
• Weekly payments.
• Weekly incentives based on performance.
• Weekends off.