Part-Time to Full-Time Executive Assistant

Check Off Your List, LLC; Ohio; Remote; USD 25,000 - 36,000; Part time

Job summary

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 and offers 20+ hours per week, with potential to grow.

You will manage calendar scheduling, coordinate communications between executives and clients, handle documentation, and assist with real estate/broker client workflows. Candidates should have 4 years admin experience, strong communication, and MS Office proficiency.

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

Responsibilities

• Assist clients as directed
• Maintain client relations and refine internal processes
• Manage communication between clients' upper management and COYL executives
• Plan and coordinate work to meet client priorities and organizational goals
• Input client information into CRM and transaction management systems

Skills

Administrative experience

Communication skills

Time management

Discretion/confidentiality

Calendar management

Education

Associates degree or higher in administration

Tools

Microsoft Office

CRM familiarity (Active Campaign, Zoho, Pipedrive)

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