Operational Executive Assistant (Job ID: MATTIA1EA)

✨ IMPORTANT – WATCH THIS QUICK LOOM VIDEO ON HOW TO GET HIRED: 📽️ 🇬🇧 C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their entire shift. 🎤 PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH Job Details JOB TITLE Operational Executive Assistant (Bilingual) JOB ID MATTIA1EA INDUSTRY Real Estate LOCATION LATAM JOB STATUS Full Time WORK SCHEDULE Monday to Friday, (9:00 AM – 6:00 PM EST) SALARY $8 to $11 per hour TARGET START DATE ASAP ROLE OVERVIEW About the Client: The client is a fast-paced, highly active real estate company specializing in residential buying, selling, and investor relations. The firm operates in a dynamic, seasonal market that requires high energy, strict operational discipline, and exceptional client care. As the business grows, the Founder requires a high-level operational partner to streamline workflows, protect sensitive data, and build scalable internal systems. The client also manages a mortgage company. The executive assistant will be responsible for supporting both businesses simultaneously. About the Role: We are seeking a proactive, deeply accountable Executive Assistant to support the Founder across all core operations. We are strictly looking for an assertive critical thinker who takes total ownership, anticipates needs, and drives resolution—not a passive order-taker. You will serve as the operational backbone of the company: overseeing team members, managing high-level inbox flows, onboarding new clients/agents, and converting tribal knowledge into bulletproof internal documentation. Key Responsibilities: - SOP & Process Documentation (High Priority): Systematize operations by creating and updating clear Standard Operating Procedures (SOPs)—especially regarding agent and client workflows—to ensure processes stay current and scalable. - Task Delegation & Accountability: Assign tasks to the appropriate team members, oversee the Transaction Coordinator, and maintain tight accountability to ensure no details fall through the cracks. - Email & Inbox Ownership: Fully own and manage the Founder’s inbox—moving beyond simple flagging to actively resolving issues and drafting responses independently. - Client & Agent Onboarding: Seamlessly handle onboarding for new real estate agents and clients, including conducting brief introductory screening chats to gauge client urgency. - Calendar & Operations Management: Oversee calendar scheduling, prioritize daily tasks, and maintain seamless administrative order during peak market seasons. Qualifications & Skills - Real Estate Experience: Prior experience supporting a senior executive within the real estate industry is strongly preferred. - Critical Thinking & Ownership: Proven ability to solve problems autonomously, exercise sound judgment, and drive projects forward without direct supervision. - Seasonal Stamina & Reliability: Ability to thrive under high-velocity, peak-season conditions with steadfast consistency and dedication. - Data Security & Privacy: Strict adherence to data privacy standards and security safeguards when handling sensitive client and financial information. - Communication: Exceptional written and spoken English-Spanish skills. - Technical Skills: The position requires proficiency in Google Workspace. Originally posted on Himalayas