Executive Operations Assistant | Real Estate Operations Coordinator

About the Role
We are seeking a highly organized and proactive intelligent Operations Assistant to become a key partner in a growing real estate brokerage. This is not a traditional administrative assistant role. We are looking for someone who enjoys creating systems, solving operational problems, and taking ownership of processes.
The ideal candidate is resourceful, detail-oriented, and capable of working independently. You should be comfortable learning new systems, identifying inefficiencies, and making thoughtful recommendations rather than simply following instructions.
Over time, this role has the potential to evolve into a Chief of Staff-style position supporting multiple businesses.
Primary Responsibilities
Real Estate Client Support
Research and identify properties that closely match buyer criteria.
Evaluate listings using judgment—not simply filtering by bedrooms and bathrooms.
Prepare curated property recommendations for review.
Draft client emails containing property recommendations.
Monitor the market and proactively surface new opportunities for active clients.
Help maintain consistent follow-up with warm and active buyer leads.

Operations & Process Improvement
Create and improve internal workflows and operating procedures.
Build organized systems for recurring business processes.
Identify inefficiencies and recommend solutions.
Document SOPs (Standard Operating Procedures).
Help implement new operational ideas from concept through execution.

Executive Support
Organize Google Drive, documents, spreadsheets, and business information.
Prepare meeting materials and research.
Assist with CRM updates and database organization.
Manage recurring administrative projects.
Provide general executive support as business needs evolve.

Marketing & Business Support
Assist with light marketing coordination.
Conduct research for new initiatives.
Help coordinate marketing tasks (no advanced marketing expertise required).
Support additional projects across multiple businesses as capacity allows.

Ideal Candidate
We're looking for someone who is:
Extremely organized
Naturally proactive
Systems-oriented
Resourceful and curious
Comfortable working independently
Strong at solving problems without constant direction
Able to learn quickly
Detail-oriented
Reliable and accountable

Most importantly, we're looking for someone who enjoys improving the way businesses operate.
Required Skills
Excellent written English
Strong verbal English communication
Outstanding organizational skills
Experience creating processes and workflows
Strong research abilities
Excellent judgment and critical thinking
High attention to detail
Strong proficiency with Google Workspace (Docs, Sheets, Drive)
Comfortable learning new software
Ability to prioritize multiple projects

Preferred Experience
Experience in any of the following is a plus:
Real estate
Executive Assistant
Operations Coordinator
Project Coordinator
Business Operations
Chief of Staff support
Property management
CRM management

Real estate experience is preferred but not required. We value intelligence, organization, operational thinking, and the ability to learn quickly over industry experience.
Success in This Role
A successful candidate will:
Anticipate needs before being asked.
Build systems instead of temporary fixes.
Help the business become more efficient over time.
Take ownership of recurring responsibilities.
Think like an operations manager rather than a task executor.
Become a trusted partner in growing the business.

Nice-to-Have Qualifications
Experience supporting U.S.-based businesses
Familiarity with CRMs
Experience with property search platforms or MLS systems (or the ability to learn them quickly)
Experience working remotely
Experience working U.S. Eastern Time hours

Working Style
This role is ideal for someone who enjoys ownership and autonomy. Rather than waiting for detailed instructions, you'll be encouraged to identify opportunities, propose improvements, and build systems that help the business scale.
We value initiative, common sense, strong communication, and continuous improvement.
What We're Looking For Above All Else
If you are highly organized, love creating efficient systems, communicate exceptionally well, and enjoy helping businesses run better, we'd love to hear from you.
We are looking for a long-term partner who can grow alongside the business—not just someone to complete administrative tasks.