Remote Executive Assistant (Private Office/Real Estate)

Remote Executive Assistant — Luxury Real Estate Private Office **Location:** Fully remote (international candidates welcome) **Schedule:** 40 hrs/week — core overlap required with Pacific Time, approx. 8:00 AM – 5:00 PM PT **Engagement:** Ongoing / long-term **Rate:** TBD --- About the Role I lead a high-producing team at a luxury real estate brokerage in Beverly Hills, with activity across Los Angeles, Miami, and New York. Between client work, team leadership, and a growing set of side initiatives, my day-to-day has outpaced what I can manage alone. I'm looking for an Executive Assistant who becomes the operational backbone of my private office — someone who owns my calendar, inbox, travel, and client follow-up so that my time goes toward the work only I can do. This is not a task-taking role. I want someone who anticipates, closes loops without being asked twice, and treats my priorities as their own. --- What You'll Own **Inbox & Communication** - Daily triage of my email — sort, flag, archive, and surface only what requires me - Draft replies in my voice for routine correspondence - Track threads awaiting a response and follow up before they go cold **Calendar & Scheduling** - Own my calendar end to end: client meetings, showings, team calls, personal commitments - Coordinate scheduling with clients, agents, vendors, and counterparties - Protect focus blocks and flag conflicts before they become problems - Send agendas, reminders, and prep materials ahead of key meetings **Travel & Logistics** - Book flights, hotels, and ground transportation - Build clean itineraries; handle changes and disruptions in real time - Manage reservations, appointments, and personal logistics as needed **Client Outreach & Follow-Up** - Run structured outreach to target client lists - Maintain a follow-up cadence with past clients and dormant contacts - Keep the CRM clean and current — notes, stages, next actions - Prepare and send follow-up materials after meetings and showings **Project & Task Execution** - Track my open items across multiple initiatives and drive them to done - Prepare documents, decks, spreadsheets, and reports - Research vendors, tools, and opportunities as they come up - Coordinate with team members and third parties on my behalf --- ## What I'm Looking For **Required** - 3+ years supporting an executive, founder, or senior producer - Excellent written English — you'll be writing on my behalf, and it has to sound like me - Strong command of Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) - Comfortable working independently across time zones with minimal supervision - Discretion with confidential client and financial information - Reliable internet, quiet environment, availability during PT overlap hours **Strong Plus** - Real estate, private wealth, or professional services background - CRM experience (Salesforce, HubSpot, Follow Up Boss, or similar) - Familiarity with automation tools (Zapier, n8n, Make) - Experience managing travel for frequent travelers **How You Work** - You follow up without being reminded - You'd rather ask one clarifying question up front than deliver the wrong thing - You're organized enough that nothing falls through, and calm enough that nothing rattles you - You take feedback directly and adjust quickly --- Tools Google Workspace, Slack, [CRM], [project management tool], WhatsApp --- How to Apply Please include: 1. A short note on the executive you've supported most recently — their role, and what you owned for them 2. Your time zone and the hours you can commit during Pacific Time business hours 3. One example of a problem you caught or solved before your executive knew it existed 4. Your hourly rate **Screening question (please answer in your application):** My calendar has a client showing at 2:00 PM and a team call at 2:30 PM across town. The client texts asking to push to 2:45. Walk me through exactly what you do. Applications without answers to the above will not be reviewed.