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Real Estate Executive Assistant at Scale Virtually. The . Executive Assistant (EA) . will provide high-level administrative, sales coordination, and operational support to a hotel brokerage firm licensed across multiple U.S. states. The EA becomes a co-owner's right hand, reducing workload by handling lead intake, CRM updates, document preparation, client follow-ups, and coordination with agents.. This role requires exceptional attention to detail, strong organizational skills, and the ability to work in a fast-paced environment with high volumes of incoming leads (up to ~50/day). The EA will assist with listing onboarding, CRM accuracy, marketing material preparation, e-signature workflows, Drive file setup, client-facing coordination, and post-sale documentation tasks to ensure seamless brokerage operations.. The EA must be reliable, structured, tech-savvy, and capable of maintaining accuracy within a highly detailed brokerage ecosystem that has been refined over 15+ years. They will integrate with existing systems (Google Workspace, custom CRM, Asana) rather than introducing new platforms.. DUTIES AND RESPONSIBILITIES:. Sales Coordination & Client-Facing Support. Prepare, update, and organize sales coordination documents, including listing agreements, special provisions, and compliance paperwork. . Request, organize, and follow up on monthly hotel performance reports from clients. . Assist with post-sales coordination by assembling closing packages, uploading required documents, and ensuring accuracy.. Provide client-facing communication support as needed, following Marisa’s standards.. Lead Intake & CRM Management. Monitor the business inbox for ~50 daily leads and inquiries. Enter new leads into the CRM or update existing profiles. . Validate lead details (name, phone, email) and merge or correct profiles as needed.. Create agent reminders with correct property codes, dates, and assignments.. Add all leads to the corresponding property campaigns to support mass outreach.. Send property-specific email templates immediately after lead processing, including confidentiality agreement links. . Identify urgent or high-priority messages and escalate to the client via WhatsApp/text.. Administrative & Operational Tasks. Assist with drafting listing agreements using correct templates based on licensing scenarios (licensed state, unlicensed state, broker of record variations). . Conduct light research (e.g., addresses, counties) when agents cannot provide complete listing details.. Set up e-signature workflows in Google Docs, assign fields, add signer emails, and send signature requests. . Maintain organized Google Drive files: create listing folders using templates, update access permissions, ensure proper public/private folder setup, and upload executed agreements. . Assist in preparing marketing materials by updating templates, inserting provided content, and ensuring formatting accuracy (no low-quality AI-generated content). . Post-Listing & Transaction Support. Add completed listing agreements to the spreadsheet, including CA links and Drive links. . Populate closing folders with executed contracts, tax returns, offers, counteroffers, and other confidential materials.. Assist with the coordination of broker-of-record packages in states where the client is not licensed. . Maintain confidentiality and ensure sensitive financial and legal documents are stored only in restricted-access areas.. General Executive Support. Reduce the client's administrative load by managing repetitive tasks, data entry, file organization, and operational housekeeping. . Provide optional inbox and calendar support as needed.. Support workflow organization to stabilize operations during rapid company growth.. Real Estate or Brokerage Support Experience (Preferred). Knowledge of real estate transactional flow, preferably commercial or hotel brokerage.. Experience reviewing agreements, coordinating signatures, or managing client documentation.. CRM & Lead Management Proficiency. Ability to manage large lead volumes, maintain accurate databases, duplicate-check, and tag contacts correctly.. Experience updating campaigns, reminders, and data structures.. Detail-Oriented Administrative Skills. Ability to handle sensitive documents, follow strict naming conventions, and maintain multi-level Drive folder permissions.. Skilled in formatting templates, proofreading documents, and managing complex workflows.. Communication & Client Interaction. Strong written communication for sending templates, follow-ups, and professional emails.. Ability to escalate key messages promptly and clearly.. Technical Skills. Google Workspace (Docs, Sheets, Drive, Gmail, e-signature tools).. Custom CRM navigation (training provided).. WhatsApp for urgent team communication.. Asana or similar task-tracking tools.. Company Location: Philippines.