Job Description
About the Client Our client, Client, leads operations for a growing real estate team currently managing ~30 agents, with plans to double to ~60 agents next year. The business is based in the U.S. (Central Time) and operates under the XXXXX brokerage. The client handles all operations and internal coordination and is looking for a tech-savvy, detail-oriented Administrative & Personal Assistant to support her in running the team smoothly and keeping both business and personal tasks organized. Role Overview The Administrative & Personal Assistant will work closely with the client to support team operations, admin tasks, light project coordination and some personal assistant duties. This is not a transaction coordinator role. It is primarily: ● Admin + operations support for the team and internal processes ● Calendar & meeting coordination ● Light systems/CRM updates (especially Follow Up Boss) ● Personal admin tasks (travel, events, volunteer-related items, etc.) Key Responsibilities 1. Team Operations & Admin Support ● Support Taylor in running internal operations for a growing real estate team (30 → 60 agents). ● Create and manage Google Forms and simple internal workflows (e.g., feedback forms, information collection, event RSVPs). ● Assist with ordering and coordinating marketing items and team materials: ● Ensure agents have all required marketing assets (signs, cards, collateral). ● Flag missing items and coordinate with in-house marketing for fulfillment. ● Handle data entry and clean-up: ● Audit client contact information and flag missing data. ● Update and maintain clean, accurate records. ● Help with projects at scale (e.g., Christmas card mailing, client touches, internal initiatives). 2. Calendar & Meeting Coordination ● Manage and maintain schedules for: ● Weekly team meetings ● Weekly workshops ● Management meetings ● Other recurring or ad-hoc sessions ● Prepare and help organize meeting agendas. ● Send reminders, confirmations, and follow-ups to attendees. ● Ensure all relevant stakeholders are informed and prepared for upcoming meetings. 3. Systems & Tools (Real Estate Ops) ● Work inside the team’s tech stack, including: ● Follow Up Boss (FUB) – high priority nice-to-have, or willingness and ability to learn quickly. ● Compass platform (training can be provided). ○ Google Workspace (Gmail, Calendar, Drive, Docs, Sheets). ● Move smoothly between platforms and support Taylor in operationalizing processes using these tools. ● Assist with light CRM-related tasks (no transaction coordination required). 4. Personal Assistant Support (Nice-to-Have, Likely to Grow) ● Support Taylor with personal and volunteer-related admin, such as: ● Cleaning up meeting minutes (e.g., PTA meetings) and preparing them for distribution. ● Travel planning and booking (e.g., family trips like Disney): ● Coordinating with existing contacts in her inbox. ● Handling follow-up, dates, reservations, and confirmations. ● Helping manage personal calendar items and commitments. ● Proactively identify tasks that can be delegated and offer suggestions to keep Taylor organized and focused. 5. Quality, Aesthetics & Communication ● Draft clean, simple, well-formatted email templates and internal documents. ● Maintain high standards for: ● Grammar, clarity, and tone. ● Visual neatness and layout (aesthetic, simple, easy to read). ● Communicate clearly with Taylor and the team, keeping everyone updated on progress and next steps. Tools & Platforms Must be comfortable with: ● Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) High-priority nice-to-have: ● Follow Up Boss (real estate CRM) Nice-to-have / can be trained: ● Compass tools and back-end systems ● Form and survey tools (Google Forms, Typeform, etc.) Ideal Candidate Profile ● 3+ years experience as an Administrative Assistant, Executive Assistant, Team Coordinator, or similar. ● Experience supporting real estate teams or other fast-paced, growing businesses is a plus. ● Tech-savvy, quick learner, and confident navigating multiple platforms. ● Strong organizational and time management skills; able to manage a high volume of small tasks without dropping details. ●High attention to detail and aesthetics (clean formatting, well-crafted email templates, simple yet polished presentation). ● Proactive and resourceful: ● Can suggest ways to improve processes. ● Comfortable helping Taylor figure out what can be delegated. ● Excellent written and spoken English. ● Comfortable supporting both business and personal tasks in a professional, discreet manner. Work Schedule ● The role will start part-time (20 hours/week) with strong potential to grow into full-time as trust builds and delegation increases. ● Core Hours: 11:00 AM – 3:00 PM Central Time (CT), Monday to Friday ● Must be available during these hours for collaboration, meetings and time-sensitive tasks. $700 - $700 a month Why Join Assist World? 100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM Apply tot his job