Real Estate Executive Assistant

hirekayana; Philippines; Remote; PHP 335,000 - 614,000; Full time

Benefits offered by this job

Weekly Pay

Travel Bonus

Year-End Bonus

HMO Coverage

Paid Time Off

Paid US Federal Holidays

Job summary

HireKayana in the Philippines is seeking a Real Estate Executive Assistant to support a senior US-based broker. This role blends inbox management, client communication, light transaction coordination, and travel logistics, with a focus on turning a busy inbox into order and keeping priorities on track.

You will screen inquiries, book appointments, maintain CRM data, assist brokers, and propose AI-driven process improvements. Strong English, MS Word/Excel, and US-hours availability are essential.

Qualifications

• Background as an executive assistant, paralegal, or similar highly organized administrative role.
• Proficiency in Microsoft Word and Excel from day one.
• Strong command of English, clear phone presence, and error-free written communication.
• Experience managing a high-volume inbox and multiple priorities with sound judgment.
• Availability during US core business hours, with responsiveness after hours when needed.

Responsibilities

• Inbox and Executive Support: triage, prioritize, respond to routine correspondence.
• Flag urgent items, notify operations, and provide daily priorities and summaries.
• CRM maintenance and light transaction support for brokers and deals.
• Calendar, travel, and conference preparation with prep materials and links.
• Screen inquiries, book appointments, and follow up with clients as needed.

Skills

Organizational skills

English fluency

Communication

Proactive mindset

Multitasking

Instruction following

Tools

Microsoft Word

Microsoft Excel

CRM software

Salesforce

Canva

Microsoft Teams

Claude

ChatGPT

Job description

About Us

HireKayana is a talent agency that connects Filipino Remote Professionals with global companies that operate within real systems and value disciplined execution. These are long-term professional roles—not gig work. Our partners build structured teams where accountability, clear communication, and operational discipline matter.

About the Role

We're looking for an organized, proactive Real Estate Executive Assistant to serve as the right hand to a senior executive at a US-based real estate brokerage that helps clients buy and sell properties. This is not a generic admin role. The work sits at the intersection of high-volume inbox management, client communication, light transaction coordination, and travel and conference logistics.

You’ll bring structure to a fast-moving workflow, correspond with clients on the executive's behalf, coordinate with the operations team, and keep priorities on track. The role centers on one executive, with light support to the brokers he works alongside. The right person enjoys turning a busy inbox into order, thinks a few steps ahead, and communicates clearly and reliably.

What You'll Do

Inbox and Executive Support

• Manage a high-volume executive inbox: triage, prioritize, and independently respond to routine correspondence
• Flag anything urgent or due today directly, and acknowledge every request right away with an expected completion time
• Save documents and attachments to the correct folders and notify the operations team so work isn't duplicated
• Handle routine inbox admin, including matching receipts and expense emails and clearing completed items
• Send a morning check-in with the day's priorities, a mid-day status, and an end-of-day summary showing progress and what's waiting on others
• Keep the executive's meeting notes organized in one place he can easily find
• Propose process improvements and AI-based tools or automations that save time (the team uses Claude Enterprise and ChatGPT)

Client Communication and Lead Screening

• Field inbound inquiries that don't need the executive, such as prospective buyers asking about listings
• Ask a prepared set of screening questions, screen out unqualified inquiries, log notes in the CRM, and book appointments with the executive
• Follow up with clients and leads by email, and occasionally by text, on routine matters

Transaction Support and CRM

• Coordinate with the operations team on active deals and respond on the executive's behalf on deal-related tasks (this role does not manage due diligence or title work)
• Review documents carefully and flag items that need the executive's review or signature
• Keep the CRM current with owner information, pipeline statuses, and follow-up dates
• Provide light support to brokers on deals they work on with the executive

Calendar, Travel, and Conference Preparation

• Manage the executive's calendar and travel, including flight and hotel bookings, with confirmation details easy to find
• Prepare each meeting ahead of time: agenda in the invite, plus links to the contact's CRM profile, LinkedIn, and company website
• Prepare mapping software and materials ahead of client calls, and support pitch preparation
• Prepare for conferences well in advance and without being asked: identify clients near the event, confirm registrations with organizers, and draft outreach for the executive's review

What We're Looking For

Non-Negotiables

• Background as an executive assistant, paralegal, or similar highly organized administrative role
• Proficiency in Microsoft Word and Excel from day one
• Strong command of English, a clear and confident phone presence, and error-free written communication
• Experience managing a high-volume inbox and multiple priorities with sound judgment
• Proactive and self-directed: anticipates needs, confirms receipt quickly, and gives updates without being asked
• Receives direct feedback well, follows direction, and suggests a better approach when there is one
• Availability during US core business hours, with responsiveness after hours when needed

Preferred Qualifications

• Experience in real estate or with legal documents
• CRM experience (Salesforce training is provided)
• Familiarity with Claude and ChatGPT, and the ability to learn new tools independently
• Canva skills
• Experience using Microsoft Teams
• A real estate license (a plus, not a requirement)

Benefits & Perks

• Weekly Pay: get paid every week, not every two weeks or every month
• 1-Year Travel Bonus: a milestone bonus we put toward a trip after your first full year with Kayana
• Year-End Bonus: annual recognition for the year you put in
• HMO Coverage: real health coverage for you
• Paid Time Off (PTO): real rest, not unpaid leave
• Paid US Federal Holidays: recognized days off aligned to your client's calendar