Job Description
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 20+ 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
Job Tags
Full time, Contract work, Part time, Work at office, Remote work, Work from home, Monday to Friday, Flexible hours