Real Estate Executive Virtual Assistant

Key Responsibilities
Executive & Administrative Support

- Manage the agent's calendar, scheduling, and day-to-day administrative tasks.

- Organize priorities, follow up on outstanding action items, and ensure deadlines are met.

- Turn voice notes, text messages, emails, and screenshots into organized tasks, reminders, and client communications.

- Help manage incoming calls, return calls, gather information, and escalate important items to the agent.

- Maintain organized workflows and continuously look for opportunities to improve efficiency.

Client & Listing Management

- Provide regular updates to sellers regarding listing activity, marketing efforts, showing activity, and next steps.

- Follow up with buyer's agents after property showings to collect feedback and communicate updates to sellers.

- Respond promptly to client inquiries via email, phone, Instagram, Facebook, and other communication channels.

- Deliver professional, friendly, and timely communication with clients, agents, vendors, and other partners.

Lead & CRM Management

- Manage and follow up with new and existing leads to ensure consistent communication.

- Maintain accurate client records and activity within Lofty CRM (or similar platforms).

- Track leads, clients, vendors, and outstanding tasks to ensure nothing is overlooked.

- Assist with client nurturing and relationship management.

Transaction & Vendor Coordination

- Work alongside the transaction coordinators to support active transactions.

- Coordinate with vendors, including photographers, inspectors, surveyors, power washing companies, contractors, and other service providers.

- Track vendor timelines and ensure tasks are completed on schedule.

- Assist with listing preparation and buyer follow-up throughout the transaction process.

Marketing & Business Support

- Assist with listing marketing and promotional activities.

- Help manage social media communications and online engagement.

- Support business development initiatives, local market research, and real estate investment opportunities.

- Help maintain relationships with clients, vendors, contractors, and community partners.

Requirements
Qualifications

- Previous experience supporting a real estate agent, broker, or real estate team.

- Experience using real estate CRM platforms, preferably Lofty (or similar systems such as Follow Up Boss or KVCORE).

- Excellent spoken and written English with the confidence to communicate directly with clients, agents, and vendors.

- Strong organizational, multitasking, and follow-up skills.

- Experience coordinating vendors and managing multiple projects simultaneously.

- Familiarity with Instagram, Facebook, email, and other client communication platforms.

- Self-motivated with the ability to work independently and prioritize effectively.

- Customer-service oriented with a professional and friendly communication style.

Ideal Candidate
We're looking for someone who is:

- Highly organized and detail-oriented.

- Proactive and able to identify what needs attention without waiting for detailed instructions.

- Comfortable managing multiple priorities in a fast-paced environment.

- A strong communicator who can confidently interact with clients, agents, and vendors.

- Resourceful, dependable, and solutions-oriented.

- Interested in growing with the business and becoming a trusted long-term partner to the agent.

What Success Looks Like
Within your first few months, you will:

- Keep the agent organized and ensure important tasks never fall through the cracks.

- Provide outstanding communication and follow-up with clients, buyer's agents, and vendors.

- Maintain accurate CRM records and organized workflows.

- Support listings, marketing, buyer follow-up, and transaction coordination.

- Anticipate needs, solve problems proactively, and become the agent's trusted right hand.

Benefits

- Client Relationship: You will be directly working with the client. This means tha