Part-Time to Full-Time Executive Assistant

Check Off Your List•Columbus, OH

4d•Remote

About The Position

Check Off Your List (COYL) is hiring a remote, part-time Executive Assistant to support clients and company growth. The role starts at $22 per hour and 10 or more hours per week, with the potential to grow to full-time. The position is open to employees based in Florida, Georgia, Maine, Ohio, and Texas, and reports to the Manager of the executive assistant team. The Executive Assistant supports clients’ professional and personal needs, maintains client relations, and helps refine internal processes. Depending on client needs, work may include real estate and business-broker transaction support, executive scheduling and communications, travel coordination, administrative support, recordkeeping, and event planning. The role involves handling confidential materials with professionalism and discretion, managing multiple priorities, and responding to requests within four business hours.

Requirements

Four years of experience in an administrative role reporting directly to senior management.
Experience in real estate support.
Experience supporting brokers.
Excellent 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 the ability to learn new software and systems.
Adaptability, flexibility, and willingness to do what is needed to get the job done.
Ability to maintain the confidentiality of multiple companies.
Promptness and a self-starting, motivated approach.
Confident and professional phone presence.
Availability to help with urgent requests.

Nice To Haves

Experience developing internal processes and filing systems.
An associate degree or higher in administration, or equivalent experience.
Knowledge of CRM systems such as ActiveCampaign, Zoho, or Pipedrive.

Responsibilities

Assist clients as directed.
Maintain client relations and refine internal processes that support COYL and its clients.
Manage communication between clients’ upper management and employees, and liaise with internal and external executives on projects and tasks.
Plan and coordinate work to meet client priorities, achieve organizational goals, and uphold best practices.
For real estate and business-broker clients, supervise administrative aspects of home buyer and seller transactions from executed purchase agreement through closing.
Review contracts, disclosures, and addendums for accuracy and submit them to the broker for file compliance.
Serve as the primary contact among agents, clients, lenders, title officers, and inspectors to support timely closings.
Monitor and track contingency deadlines, including inspection periods, loan approval dates, and appraisal contingencies.
Open escrow, manage earnest money deposits, and ensure escrow documents are complete.
Enter client information into CRM and transaction management systems such as DocuSign, SkySlope, and Dotloop.
Manage clients’ professional and personal needs.
Track detailed records in the timekeeping system.
Coordinate complex scheduling and extensive calendar management, and manage the content and flow of information to virtual clients’ senior executives.
Coordinate client travel and related activities, including hotel bookings, transportation, and meals.
Provide administrative and office support, including typing, dictation, spreadsheet creation, faxing, and maintaining filing systems and contact databases.
Maintain professionalism and strict confidentiality, exercising discretion when interacting with clients and the company.
Organize client communications, answer client phones, and relay messages.
Plan client events.
Respond to requests within a maximum of four business hours.
Navigate competing priorities while multitasking and perform other tasks as needed.