Real Estate Executive Assistant & Operations Manager

Assistantly Guy; India; Remote; INR 600,000 - 940,000; Full time

Job summary

Assistantly Guy in India seeks an experienced Real Estate Executive Assistant & Operations Manager to support a U.S.-based real estate agent. The role requires ownership of client management, transactions, and marketing initiatives across buyer and listing services.

The candidate will handle CRM, reports, and daily operations, coordinating with lenders, title companies, and other professionals while maintaining a proactive, strategic partnership.

Qualifications

• 3+ years supporting U.S. real estate agents or brokerages.
• Strong understanding of U.S. real estate processes and operations.
• Experience handling buyer and listing workflows, CRM, and data.
• Excellent written and spoken English with high attention to detail.

Responsibilities

• Manage calendars, meetings, and client communications for the U.S.-based agent.
• Coordinate transactions, documents, deadlines, and follow-ups.
• Maintain CRM and pipelines; organize leads and client data.
• Develop marketing materials, reports, and presentations.
• Support lead generation, events, and business development activities.

Skills

Real estate support

CRM management

Lead generation

PowerPoint

English communication

Organization

Time management

Analytical skills

Independent work

Attention to detail

Research and presentation

Tools

KW Command

Follow Up Boss

Dotloop

Google Workspace

Microsoft Excel

PowerPoint

Job description

Experience: 3+ years of relevant U.S. real estate experience

Working Days: Monday–Friday

Working Hours: 11:30 PM – 8:30 AM IST

About the Role

We are looking for an experienced and highly proactive Real Estate Executive Assistant & Operations Manager to provide dedicated support to a U.S.-based Real Estate Agent specializing in buyer and listing services.

This is a high-ownership role for someone who understands the U.S. real estate business beyond basic administrative tasks. The ideal candidate should have a thorough understanding of real estate processes, transactions, client management, lead generation, marketing, and day-to-day agent operations.

You will serve as a strategic extension of the agent’s business, working closely with the agent to manage priorities, anticipate upcoming needs, organize information, prepare business materials, and execute initiatives.

The right candidate should be able to think ahead, identify what needs to be done, and take ownership of getting it done with minimal supervision.

Key Responsibilities

• Develop and maintain a thorough understanding of the U.S. real estate buying and listing process.
• Support the agent across buyer, seller, and listing activities.
• Understand the complete client journey from lead generation and consultation through transaction and closing.
• Assist with transaction coordination, timelines, documents, deadlines, and follow-ups.
• Coordinate with lenders, title/escrow companies, inspectors, contractors, photographers, and other real estate professionals.
• Maintain accurate CRM, transaction, and client records.
• Monitor the pipeline and proactively identify pending actions and follow-ups.
• Research properties, neighborhoods, market information, and other real estate data as required.
• Serve as a strategic extension of the agent’s business, providing proactive support across operations, clients, transactions, marketing, and business development.
• Develop a deep understanding of the agent’s priorities, business model, processes, and goals.
• Anticipate upcoming needs and prepare information, reports, presentations, and action items in advance.
• Keep track of appointments, commitments, deadlines, and follow-ups.
• Help the agent stay organized and focused on high-value activities.
• Research and organize information to help the agent make informed business decisions.
• Take ownership of assigned projects from planning through execution and follow-up.
• Identify gaps, bottlenecks, or opportunities and bring them to the agent’s attention.
• Assist with developing and executing business growth strategies.
• Research market trends, neighborhoods, competitors, lead sources, and business opportunities.
• Analyze lead, pipeline, appointment, transaction, and marketing data.
• Help identify opportunities to improve lead conversion, client engagement, database utilization, and referrals.
• Develop action plans around business goals and priorities.
• Assist with planning client events, open houses, campaigns, referral initiatives, and other business-development activities.
• Track strategic initiatives and provide regular progress updates.
• Create professional PowerPoint presentations for business meetings, client consultations, market presentations, and planning sessions.
• Prepare property and market research presentations.
• Create business reports, dashboards, spreadsheets, and performance trackers.
• Compile information from multiple sources and turn it into clear, actionable insights.
• Prepare meeting agendas, notes, action items, and follow-up plans.
• Assist with creating business plans, marketing plans, and strategy documents.
• Maintain accurate and organized business data.
• Manage and organize leads within the CRM.
• Monitor lead follow-up and pipeline movement.
• Support buyer and seller consultations by preparing relevant information and materials.
• Coordinate appointments, showings, inspections, listing appointments, and consultations.
• Maintain accurate client records and communication history.
• Support past-client, referral, and sphere-of-influence engagement.
• Ensure timely follow-up throughout the client journey.
• Help maintain a high level of professionalism and responsiveness in client communications.
• Assist with developing and executing real estate marketing strategies.
• Coordinate property marketing, social media, email campaigns, newsletters, open houses, and client events.
• Develop and maintain marketing calendars.
• Assist with creating flyers, presentations, newsletters, social media content, and other marketing materials.
• Research and recommend ideas for improving the agent’s visibility, client engagement, and lead generation.
• Track marketing activities and performance.
• Support the agent’s personal brand and business-development initiatives.

Administrative & Operational Support

• Manage the agent’s calendar, appointments, meetings, and reminders.
• Monitor and organize emails and prioritize items requiring action.
• Prepare the agent for upcoming meetings, calls, appointments, and client interactions.
• Maintain task lists, trackers, and recurring workflows.
• Coordinate with clients, vendors, lenders, title companies, contractors, and other stakeholders.
• Conduct research and gather information on behalf of the agent.
• Maintain organized digital files and business documentation.
• Ensure recurring operational tasks are completed consistently and on time.

Requirements

• 3+ years of hands-on experience supporting U.S. real estate agents, teams, or brokerages.
• Strong and thorough understanding of U.S. real estate processes and operations.
• Experience with both buyer and listing/seller processes.
• Understanding of real estate transactions from lead generation through closing.
• Experience managing CRM systems, lead pipelines, and client databases.
• Strong written and verbal English communication skills.
• Excellent organizational and time-management abilities.
• Strong analytical and problem-solving skills.
• Excellent attention to detail and follow-through.
• Ability to work independently with minimal supervision.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Strong research and presentation-development skills.
• Comfortable communicating with U.S.-based clients and real estate professionals.
• Willingness to work U.S. business hours / India night shift.

Preferred Experience

• MLS platforms
• KW Command
• Follow Up Boss
• Dotloop
• ShowingTimeDocuSign
• Google Workspace
• Microsoft Excel & PowerPoint
• Transaction management and real estate marketing platforms

What We’re Looking For

We are looking for someone who can think beyond the task assigned.

The ideal candidate should be able to understand the agent’s business, recognize priorities, anticipate upcoming requirements, and proactively take action.

Rather than waiting for instructions for every step, you should be comfortable asking:

What needs to happen next? What can I prepare in advance? What is the agent likely to need? What can I take ownership of?

You will be expected to understand, coordinate, and execute across different areas of the real estate business while keeping the agent informed and organized.

This is an opportunity for an experienced real estate professional who wants to become a trusted, long-term business partner to a U.S.-based real estate agent.