Operations and Executive Admin VA

The ideal candidate is resourceful, proactive, and confident enough to take initiative rather than waiting to be directed.

Key Responsibilities:

• Manage and organize the team lead's email inbox, flagging priority messages and clearing out unnecessary clutter
• Review DocuSign activity daily and report on any outstanding or pending documents requiring attention
• Categorize credit card transactions and maintain well-organized and accurate financial records
• Keep sales spreadsheets and operational tracking documents current and accurate
• Monitor incoming referrals and ensure they are surfaced to the team lead in a timely manner
• Support the "Likely to Sell" outreach program by drafting text scripts for prospective sellers
• Send follow-up communications to clients and involve the team lead in conversations as appropriate
• Schedule appointments and assist with ongoing calendar management
• Help draft real estate offers with full training provided
• Complete CRM cleanup and data organization projects
• Create LinkedIn and social media posts using established brand templates
• Assist with SEO projects and prepare marketing materials from pre-built templates
• Take on ad-hoc operations and business development tasks as they come up

Mandatory Skills:

• Proven experience in administrative or executive assistant roles
• Excellent attention to detail with strong and consistent organizational habits
• A resourceful and proactive mindset — comfortable taking initiative and asking clarifying questions rather than waiting for step-by-step instruction
• Strong critical thinking skills with the ability to catch and address issues before they escalate
• Ability to follow recorded training materials and reference notes independently without repeated guidance
• Proficiency in spreadsheets and data entry tools
• Experience managing email inboxes and coordinating busy calendars
• Familiarity with DocuSign or comparable e-signature platforms
• Reliable, thorough, and capable of working independently with minimal oversight
• Strong written and verbal communication skills in English

Preferred Skills:

• Prior experience in real estate (not required — full training will be provided)
• Familiarity with MLS platforms
• Experience with CRM data management and cleanup projects
• Social media management experience, particularly on LinkedIn
• A foundational understanding of SEO and digital marketing
• Experience preparing marketing materials from established templates
• Ability to manage multiple concurrent projects and shifting priorities without losing quality
• Comfort with occasional professional communication with clients

If you thrive on variety and want to serve as a dependable operational partner in a busy, fast-paced real estate environment, this is an excellent fit.