Administrative & Personal Assistant (Real Estate Team Ops Support)
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