Administrative & Personal Assistant (Real Estate Team Ops Support)

About the Client Our client, Client, leads operations for a growing real estate team currently managing ~30 agents, with plans to double to ~60 agents next year. The business is based in the U.S. (Central Time) and operates under the company brokerage.
The client handles all operations and internal coordination and is looking for a tech-savvy, detail-oriented Administrative & Personal Assistant to support her in running the team smoothly and keeping both business and personal tasks organized.
Role Overview The Administrative & Personal Assistant will work closely with the client to support team operations, admin tasks, light project coordination and some personal assistant duties. This is not a transaction coordinator role.
It is primarily: ● Admin + operations support for the team and internal processes ● Calendar & meeting coordination ● Light systems/CRM updates (especially Follow Up Boss) ● Personal admin tasks (travel, events, volunteer-related items, etc.)
Key Responsibilities 1. Team Operations & Admin Support ● Support Taylor in running internal operations for a growing real estate team (30 → 60 agents). ● Create and manage Google Forms and simple internal workflows (e.g., feedback forms, information collection, event RSVPs). ● Assist with ordering and coordinating marketing items and team materials: ● Ensure agents have all required marketing assets (signs, cards, collateral). ● Flag missing items and coordinate with in-house marketing for fulfillment.
● Handle data entry and clean-up: ● Audit client contact information and flag missing data. ● Update and maintain clean, accurate records. ● Help with projects at scale (e.g., Christmas card mailing, client touches, internal initiatives).
2. Calendar & Meeting Coordination ● Manage and maintain schedules for: ● Weekly team meetings ● Weekly workshops ● Management meetings ● Other recurring or ad-hoc sessions ● Prepare and help organize meeting agendas. ● Send reminders, confirmations, and follow-ups to attendees. ● Ensure all relevant stakeholders are informed and prepared for upcoming meetings.
3. Systems & Tools (Real Estate Ops) ● Work inside the team's tech stack, including: ● Follow Up Boss (FUB) – high priority nice-to-have, or willingness and ability to learn quickly. ● Compass platform (training can be provided). ● Google Workspace (Gmail, Calendar, Drive, Docs, Sheets). ● Move smoothly between platforms and support Taylor in operationalizing processes using these tools. ● Assist with light CRM-related tasks (no transaction coordination required).
4. Personal Assistant Support (Nice-to-Have, Likely to Grow) ● Support Taylor with personal and volunteer-related admin, such as: ● Cleaning up meeting minutes (e.g., PTA meetings) and preparing them for distribution. ● Travel planning and booking (e.g., family trips like Disney): ● Coordinating with existing contacts in her inbox. ● Handling follow-up, dates, reservations, and confirmations. ● Helping manage personal calendar items and commitments. ● Proactively identify tasks that can be delegated and offer suggestions to keep Taylor organized and focused.
5. Quality, Aesthetics & Communication ● Draft clean, simple, well-formatted email templates and internal documents. ● Maintain high standards for: ● Grammar, clarity, and tone. ● Visual neatness and layout (aesthetic, simple, easy to read). ● Communicate clearly with Taylor and the team, keeping everyone updated on progress and next steps.
Ideal Candidate Profile

• 3+ years experience as an Administrative Assistant, Executive Assistant, Team Coordinator, or similar.
• Experience supporting real estate teams or other fast-paced, growing businesses is a plus.
• Tech-savvy, quick learner, and confident navigating multiple platforms.
• Strong organizational and time management skills; able to manage a high volume of small tasks without dropping details.
• High attention to detail and aesthetics (clean formatting, well-crafted email templates, simple yet polished presentation).
• Proactive and resourceful:
• Can suggest ways to improve processes.
• Comfortable helping Taylor figure out what can be delegated.
• Excellent written and spoken English.
• Comfortable supporting both business and personal tasks in a professional, discreet manner.

High-priority nice-to-have:

• Follow Up Boss (real estate CRM) Nice-to-have / can be trained: 
• Compass tools and back-end systems 
• Form and survey tools (Google Forms, Typeform, etc.) 

Tools & Platforms Must be comfortable with:

•  Google Workspace
• Gmail
• Calendar
• Drive
• Docs
• Sheets

Work Schedule

• The role will start part-time (20 hours/week) with strong potential to grow into full-time as trust builds and delegation increases. 
• Core Hours: 11:00 AM – 3:00 PM Central Time (CT), Monday to Friday 
• Must be available during these hours for collaboration, meetings and time-sensitive tasks.

$700 - $700 a month Why Join Assist World?
100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

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