Real Estate Executive – Administrative Operations, CRM Support

About the Role

Scale Virtually VA is seeking an experienced Real Estate Executive Assistant to support three managing partners in a remote capacity. This role focuses on managing complex administrative operations and CRM workflows, ensuring high-level professional communication and operational efficiency. The successful candidate will be responsible for providing autonomous support, managing lead workflows, and assisting with listing coordination in a fast-paced environment. This position is ideal for a detail-oriented professional who can follow standard operating procedures, maintain business records, and drive process improvements while maintaining strict confidentiality.

Requirements

• The ideal candidate will have hands-on experience using Compass real estate platforms, particularly Compass CRM, within a professional real estate environment, and the ability to operate these systems without requiring foundational training.
• You must have prior experience as a Real Estate Virtual Assistant or Executive Assistant and possess a deep understanding of residential real estate terminology, including buyer inquiries, seller prospects, and transaction-related documentation.
• Proficiency in maintaining CRM records, managing lead follow-ups, and handling property listing workflows is essential.
• Strong written and spoken English communication skills are required, as is the ability to handle sensitive client information with high levels of discretion.
• You must demonstrate the capacity to support multiple executives simultaneously, organize priorities effectively, and follow documented processes without the need for constant supervision.
• Candidates should also be comfortable using AI-assisted tools where applicable and must be available during designated U.S. business hours.

Responsibilities

• You will be responsible for reviewing, prioritizing, and flagging correspondence for three managing partners while drafting routine business communications.
• Your role involves managing calendars, scheduling appointments, and tracking administrative deadlines and assignments.
• You will independently manage the Compass CRM platform, which includes creating and updating contact records, monitoring incoming leads, documenting follow-up activities, and setting up buyer property searches.
• You will also organize prospect lists and coordinate with ISA teams for lead generation, alongside entering property listing information and preparing contracts under supervision.
• Furthermore, you will manage email marketing campaigns through platforms like Flodesk, maintain operational checklists, and coordinate workflow updates with the process engineering team.
• The position requires submitting daily progress reports and ensuring all assigned work is tracked through to completion while escalating any potential delays.

Benefits & Perks

• This role offers the flexibility of fully remote work with options for either a full-time 40-hour schedule or a part-time 20-hour schedule.
• The package includes Paid Time Off and HMO coverage.
• Please note that weekend availability may be requested depending on operational requirements and will be based on a mutually agreed schedule.