Administrative Real Estate VA

Job Summary

We're in search of a sharp, detail-focused Operations and Executive Admin VA to support a busy real estate team. This role blends administrative support, operations management, and marketing coordination — working closely with the team lead to keep daily workflows running smoothly and projects moving forward. The right candidate is resourceful, proactive, and confident taking initiative rather than waiting for instructions.

Key Responsibilities

  • Manage and tidy up the team lead's email inbox, flagging priority items and clearing clutter

  • Review DocuSign daily and report any outstanding or pending documents

  • Categorize credit card charges and keep organized financial records

  • Update and maintain sales spreadsheets and tracking documents

  • Keep an eye on incoming referrals and make sure they reach the team lead

  • Support the "Likely to Sell" outreach program by drafting text scripts for potential sellers

  • Send follow-up communications to clients and loop in the team lead as needed

  • Set appointments and help with calendar coordination

  • Help write real estate offers (training provided)

  • Handle CRM cleanup and organization projects

  • Create LinkedIn and social media posts using established templates

  • Support SEO projects and prepare marketing materials from pre-built templates

  • Take on ad-hoc operations and business development projects as they come up

Mandatory Skills

  • Proven experience in administrative or executive assistant roles

  • Excellent attention to detail and strong organizational skills

  • Resourcefulness and a proactive approach — comfortable taking initiative and raising questions rather than waiting for instructions

  • Strong critical thinking skills and the ability to catch issues before they escalate

  • Able to follow recorded training and reference notes without needing repeated instruction

  • Proficiency in spreadsheets and data entry

  • Experience with email management and calendar coordination

  • Familiarity with DocuSign or similar e-signature platforms

  • Dependable, detail-focused, and able to work independently

  • Strong written and verbal communication skills

Preferred Skills

  • Previous experience in real estate (not required — training provided)

  • Familiarity with MLS platforms

  • Experience with CRM cleanup and data management

  • Knowledge of social media management, especially LinkedIn

  • Basic understanding of SEO and digital marketing

  • Experience preparing marketing materials from templates

  • Able to handle multiple projects and priorities at once

  • Comfortable with occasional client-facing communication

Why Join Us: Join a collaborative team where your initiative and attention to detail will directly shape the success of day-to-day operations. You'll work closely with an experienced team lead and alongside another seasoned virtual assistant, with the chance to take on diverse projects and grow into the role over time. This is a great fit for someone who thrives on variety and wants to be a trusted right hand in a fast-paced environment.

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