Executive Assistant - Real Estate Investing (Job ID: FREBEN1EA)

Insideoutva; Northern (KY); Hybrid; USD 20,000 - 22,000; Full time

Job summary

Insideoutva is seeking an Executive Assistant to support a growing Florida- and Illinois-focused residential real estate investment operation. The role emphasizes administrative efficiency, seller outreach, and data integrity across CRM systems, with collaboration on project schedules and vendor coordination.

The ideal candidate will bring real estate experience, strong communication, and comfort using Claude for drafting and SOPs, all while maintaining organized records and strict deadlines in

Qualifications

• Experience in residential real estate transactions, foreclosures, or investments.
• Ability to make proactive seller outreach calls with confidence.
• Strong attention to data quality in CRM systems and databases.
• Familiarity with AI productivity tools (Claude) for drafting and SOPs.
• Excellent written and spoken English; works well independently.

Responsibilities

• Manage recurring administrative tasks, scheduling, and document control.
• Coordinate projects with managers, contractors, and vendors, tracking timelines and budgets.
• Maintain structured records in the lead-tracking system with next actions and follow-ups.
• Serve as first contact for homeowners facing foreclosure; schedule owner appointments.
• Track owner contact info and provide daily updates plus weekly executive reports.
• Support AI-driven drafting, data organization, and SOP generation; assist with social media tasks.

Skills

Real estate experience

Phone outreach

CRM & data management

AI productivity tools (Claude)

English communication

Tools

CRM systems

Skip-tracing tools

Real estate research platforms

Microsoft 365 / Outlook

Job description

Exciting Remote Opportunity! We're Hiring an Executive Assistant - Real Estate Investing!

Are you an ownership-minded operational partner with real estate experience who excels at project coordination, CRM data management, and proactive seller outreach? We are seeking a full-time Executive Assistant based in the Philippines, LATAM, or South Africa to support the founder of a growing Florida and Illinois-focused residential real estate investment firm!

Job Details at a Glance

• Job Title: Executive Assistant - Real Estate Investing

• Job ID: FREJAZ1EA

• Industry: Residential Real Estate Investment (Foreclosures & Pre-Foreclosures)

• Location: Philippines / LATAM / South Africa

• Job Status: Full Time

• Work Schedule: Monday to Friday, 9:00 AM to 6:00 PM / 10:00 AM to 7:00 PM (Central Time)

• Salary: $1,800 - $2,000 USD / month

• Target Start Date: ASAP

About the Client

Our client is a residential real estate investment firm specializing in acquiring, renovating, and reselling homes, with a primary focus on foreclosures and pre-foreclosures in Florida and Illinois. The firm holds a portfolio of leased residential properties and manages an active deal pipeline through a proprietary lead-tracking system. To allow the founder to focus on high-value deal evaluation and closing, leadership is bringing on a dedicated Executive Assistant to manage administrative workflows, vendor coordination, and initial seller outreach.

About the Role

Following a management-by-exception model, you will independently manage recurring administrative, project coordination, and lead management operations. You will ensure administrative records are accurate, project renovation schedules stay on track, skip-tracing and seller outreach are executed systematically, and prospective sellers are prepared for owner review.

Key Responsibilities

• Executive & Administrative Operations: Manage recurring administrative tasks, scheduling, action items, email triage, and document control; keep project and acquisition files organized.

• Project Administration & Coordination: Coordinate with Project Managers, contractors, and vendors to gather estimates, invoices, and schedules; monitor updates against 60-day completion targets and budget exceptions.

• Lead & Pipeline Management: Maintain complete, structured records in the company’s lead-tracking system (status, source, next actions, follow-up dates).

• Pre-Foreclosure Outreach & Specialist Handoff: Serve as the primary initial contact for homeowners in foreclosure situations; conduct respectful outreach to evaluate interest and schedule appointments for the owner (appointment setting, not closing).

• Skip Tracing & Activity Tracking: Track down owner contact info, maintain follow-up discipline, and submit daily updates alongside a comprehensive weekly Executive Operations Report.

• Process Improvement & AI Integration: Utilize AI productivity tools (Claude) to streamline drafting, data organization, and process documentation into SOPs.

• Social Media Support: Provide secondary support for social media content creation as assigned.

Qualifications & Skills

Core Requirements:

• Real Estate Experience: Prior experience in residential real estate—particularly with foreclosures, pre-foreclosures, renovation projects, or investment transactions is strongly preferred.

• Phone Outreach Confidence: Demonstrated comfort, effectiveness, and confidence making proactive, natural-sounding calls to potential property sellers.

• CRM & Data Management: Hands-on experience with CRM systems, databases, or spreadsheets, with acute attention to detail regarding missing or inconsistent data.

• AI Tool Proficiency: Demonstrated experience using AI productivity tools (such as Claude) for content drafting, data organization, and SOP creation.

• Communication & Accountability: Exceptional written and verbal English communication; ability to operate independently under a management-by-exception model and take ownership of deadlines.

Tech Stack Used:

• Custom Spreadsheet / Database / CRM Dashboard, Microsoft 365 / Outlook, AI Productivity Tools (Claude), Phone/Dialer Services & Skip-Tracing Tools, Real Estate Research Platforms.

First 30-Day Success Milestones

• Week 1 (Learn & Establish Baselines): Master company operations, project structures, acquisition criteria, and reporting standards under supervised execution.

• Week 2 (Execute With Review): Perform recurring administrative, project, and acquisition responsibilities with management review.

• Week 3 (Assume Routine Ownership): Independently perform established recurring processes, flag exceptions, and improve follow-up discipline.

• Week 4 / Day 30 Objective (Demonstrate Control): Independently execute assigned recurring processes, prepare executive reports, and measurably reduce the owner’s administrative workload.