Part-Time to Full-Time Executive Assistant

Executive Assistant Check Off Your List (COYL) is hiring a remote part-time Executive Assistant to support our exponential growth. COYL provides highly trained, remote professionals in bookkeeping, executive assistance, human resources, marketing, web design, and IT Support on a pay-what-you-need model so our clients can focus on what matters most – their business.We work remotely, but we stay connected through Zoom meetings and Teams. Enjoy the best of both worlds - work from home without the isolation!This is a remote position (seeking employees based in Florida, Georgia, Maine, Ohio, Texas) reporting to the Manager of the executive assistant team. This role will start at 20+ hours a week and can quickly grow from there.Objectives of the Role:Assist clients as directedMaintain client relations and refine internal processes that support COYL and clientsManage communication between various clients' upper management and employees, liaising with internal and external executives on projects and tasksPlan and orchestrate work to ensure the client's priorities are met, organizational goals are achieved, and best practices are upheldDaily and Monthly Responsibilities (dependent on client needs):For real estate/business broker clients Contract-to-Close Management: Supervise administrative aspects of home buyer and seller transactions from executed purchase agreement to closing.Documentation & Compliance: Review contracts, disclosures, and addendums for accuracy and submit to the broker for file compliance.Liaison Communication: Act as the primary contact between agents, clients, lender, title officer, and inspectors to ensure a smooth, timely closing process.Deadline Tracking: Monitor and track all contingency deadlines, including inspection periods, loan approval dates, and appraisal contingencies.Escrow & Title Support: Open escrow, manage earnest money deposits, and ensure all escrow documents are complete.System Maintenance: Input client information into CRM and transaction management software (e.g., DocuSign, SkySlope, Dotloop)Other tasks as neededFor all clients Manage the professional and personal needs for various clientsTrack detailed records in timekeeping systemCoordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to our virtual clients' senior executivesManage, coordinate, and arrange our virtual client's travel and travel-related activities, including hotel booking, transportation, and mealsPerform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact databaseMaintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with various clients and our companyOrganize client communicationsAnswer phones for clients and relay messagesPlan client eventsRespond to all requests within a maximum of 4 business hoursNavigate priorities while multi-taskingAll other tasks as neededSkills and Qualifications4 years of experience in an administrative role reporting directly to senior managementExperience in real estate supportExperience supporting brokersSuperb written and verbal communication skillsStrong time-management skills and the ability to organize and coordinate multiple projectsProficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systemsFlexible team player willing to do what it takes to get the job done; adaptable and enjoys a challengeAbility to keep various companies' confidencesPromptness and a motivated self-starterConfident and professional phone presenceAvailable to help with urgent requestsPreferred QualificationsExperience developing internal processes and filing systemsAssociates or above degree in administration; or equivalent experienceKnowledge of CRM such as Active Campaign, Zoho, pipedrive, etc.Schedule:Monday to FridayPart-time with the potential to grow to full-time