Part-Time to Full-Time Executive Assistant

This is a remote position but we are seeking employees based in Florida, Georgia, Maine, Ohio, and Texas. Check Off Your List (COYL) is hiring a remote part-time Executive Assistant to support our client and company growth. The position starts at $22/hr. COYL provides highly trained, remote professionals in bookkeeping, executive assistance, human resources, marketing, web design, and IT Support on a pay-what-you-need model so our clients can focus on what matters most - their business. We work remotely, but we stay connected through Zoom meetings and Teams. Enjoy the best of both worlds - work from home without the isolation! This is a remote position (seeking employees based in Florida, Georgia, Maine, Ohio, Texas) reporting to the Manager of the executive assistant team. This role will start at 10+ hours a week and can quickly grow from there. Objectives of the Role:

* Assist clients as directed * Maintain client relations and refine internal processes that support COYL and clients * Manage communication between various clients' upper management and employees, liaising with internal and external executives on projects and tasks * Plan and orchestrate work to ensure the client's priorities are met, organizational goals are achieved, and best practices are upheld

Daily and Monthly Responsibilities (dependent on client needs):

* For real estate/ business broker clients

* Contract-to-Close Management: Supervise administrative aspects of home buyer and seller transactions from executed purchase agreement to closing. * Documentation & Compliance: Review contracts, disclosures, and addendums for accuracy and submit to the broker for file compliance. * Liaison Communication: Act as the primary contact between agents, clients, lender, title officer, and inspectors to ensure a smooth, timely closing process. * Deadline Tracking: Monitor and track all contingency deadlines, including inspection periods, loan approval dates, and appraisal contingencies. * Escrow & Title Support: Open escrow, manage earnest money deposits, and ensure all escrow documents are complete. * System Maintenance: Input client information into CRM and transaction management software (e.g., DocuSign, SkySlope, Dotloop) * Other tasks as needed

* For all clients

* Manage the professional and personal needs for various clients * Track detailed records in timekeeping system * Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to our virtual clients' senior executives * Manage, coordinate, and arrange our virtual client's travel and travel-related activities, including hotel booking, transportation, and meals * Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database * Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with various clients and our company * Organize client communications * Answer phones for clients and relay messages * Plan client events * Respond to all requests within a maximum of 4 business hours * Navigate priorities while multi-tasking * All other tasks as needed

Skills and Qualifications

* 4 years of experience in an administrative role reporting directly to senior management * Experience in real estate support * Experience supporting brokers * Superb written and verbal communication skills * Strong time-management skills and the ability to organize and coordinate multiple projects * Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems * Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge * Ability to keep various companies' confidences * Promptness and a motivated self-starter * Confident and professional phone presence * Available to help with urgent requests

Preferred Qualifications

* Experience developing internal processes and filing systems * Associates or above degree in administration; or equivalent experience * Knowledge of CRM such as Active Campaign, Zoho, pipedrive, etc.

Schedule:

* Monday to Friday * Part-time with the potential to grow to full-time