Vitalis Outsourcing LLC
Executive Assistant - Real Estate
Remote · posted 2026-10-25 · listed from another job board
About the job
About the Role
We are looking for a reliable, organized, and proactive Executive Partner to support two real estate professionals across their businesses.
The role focuses on administrative support, CRM management, email and calendar management, scheduling, and task follow-up.
The ideal candidate can understand the context and intent behind a request, take the appropriate next step, and follow through without needing constant step-by-step instructions.
Key ResponsibilitiesAdministrative & Executive Support
Manage emails, calendars, and appointments
Schedule meetings and calls
Coordinate with clients, agents, and business partners
Track and follow up on action items
Organize information and administrative tasks
Provide general operational support to the executives
Email & Communication
Monitor and organize incoming emails
Identify urgent or important requests
Draft responses when needed
Track pending requests and follow-ups
Ensure important tasks from emails are completed
Communicate through email, Google Chat, and text
CRM Management
Update and organize contact information
Maintain accurate CRM records
Support client and agent communications
Assist with basic CRM workflows
Primary CRM: Bold Trail – experience is strongly preferred.
Secondary CRM: GoHighLevel – used primarily for agent-facing activities.
Candidates without Bold Trail experience may still be considered if they have strong CRM experience and can learn new platforms quickly.
Scheduling & Calendar Management
Schedule and reschedule meetings
Coordinate availability
Send calendar invitations and meeting links
Manage reminders and follow-ups
Keep calendars accurate and organized
Event & Training Support
Assist with scheduling training sessions and events
Coordinate event communications
Send reminders
Track attendees when needed
Handle administrative follow-ups
Task Management
Tasks may come from emails, meetings, Google Chat, text messages, calendars, or direct requests.
The Executive Partner should be able to identify:
What needs to be done → What is needed → What the next step is → When it needs to be completed
Tasks will primarily be managed through Asana.
Requirements
Strong written and verbal English
Excellent English comprehension
Strong organizational and time-management skills
Excellent attention to detail
Reliable follow-through
Ability to manage multiple priorities
Ability to work independently
Comfortable using email, chat, and other digital tools
Tech-savvy and willing to learn new systems
Ability to understand context and ask questions when clarification is needed
Preferred
Executive Assistant or Administrative Assistant experience
Real estate experience
CRM experience
Bold Trail experience
GoHighLevel experience
Asana experience
Email and calendar management experience
Scheduling or event coordination experience
Experience supporting executives or multiple businesses
Ideal Candidate
We are looking for someone who is:
Organized – keeps tasks and information in order
Proactive – follows up without constant reminders
Detail-oriented – catches important information and deadlines
Communicative – provides updates and asks questions when needed
Adaptable – learns new tools and processes quickly
Tech-savvy – comfortable working across multiple platforms
Dependable – follows through on commitments
Context-aware – understands the purpose behind a request
Independent – can take ownership of tasks with minimal supervision
Tools
Bold Trail – Primary CRM
GoHighLevel – CRM / agent support
Asana – Task management
Google Calendar – Scheduling
Google Chat – Communication
Email – Communication and task management
Text – Communication
Experience with every tool is not required. Strong transferable experience and the ability to learn quickly are important.
Important Note
Transaction Coordination is NOT part of this role.
The position is focused on administrative support, CRM management, communication, scheduling, and general operational support.
What Success Looks Like
A successful Executive Partner will:
Keep emails and calendars organized
Maintain accurate CRM records
Stay on top of tasks and follow-ups
Coordinate meetings efficiently
Support events and training activities
Keep Asana tasks updated
Learn and become proficient in Bold Trail
Reduce the administrative workload of the executives
Communicate clearly about priorities and blockers
Become a dependable extension of the team
Originally posted on Himalayas
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