Part-Time to Full-Time Executive Assistant

Check Off Your List•Columbus, OH

2d•Remote

About The Position

Check Off Your List (COYL) is hiring a remote Executive Assistant to support clients and company growth. The role begins at 10 or more hours per week, with the potential to grow to full-time, and starts at $22 per hour. The position is remote and open to employees based in Florida, Georgia, Maine, Ohio, and Texas. It reports to the Manager of the executive assistant team. COYL provides remote professionals in areas including bookkeeping, executive assistance, human resources, marketing, web design, and IT support, and keeps its remote team connected through Zoom meetings and Teams. The Executive Assistant supports client needs, maintains client relationships, and helps refine internal processes. The role includes managing communications between clients’ senior leaders and employees, coordinating projects and tasks, and organizing work to ensure client priorities and organizational goals are met. For real estate and business broker clients, duties may include managing transaction administration from an executed purchase agreement through closing; reviewing contracts, disclosures, and addendums for accuracy and submitting them for broker file compliance; coordinating communications among agents, clients, lenders, title officers, and inspectors; tracking contingency deadlines; supporting escrow and title processes; and entering information into CRM and transaction management systems. Across clients, the role also provides administrative and executive support, including calendar and travel coordination, records and timekeeping, communications, phone coverage, event planning, document and spreadsheet preparation, and filing and contact database maintenance. The assistant must handle confidential materials discreetly, respond to requests within four business hours, and manage competing priorities. The schedule is Monday through Friday.

Requirements

At least 4 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, organizational, and project coordination skills.
Proficiency in Microsoft Office and other office productivity tools, with the ability to learn new software and systems.
Flexible, adaptable team player willing to do what it takes to get the job done.
Ability to maintain the confidentiality of multiple companies.
Promptness and a motivated, self-starting 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 Active Campaign, Zoho, or Pipedrive.

Responsibilities

Assist clients as directed and manage their professional and personal support needs.
Maintain client relationships and refine internal processes that support COYL and its clients.
Manage communications between client upper management and employees, and liaise with internal and external executives on projects and tasks.
Plan and coordinate work to meet client priorities, organizational goals, and best practices.
For real estate and business broker clients, supervise administrative tasks for 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.
Act as the primary contact among agents, clients, lenders, title officers, and inspectors to support timely closings.
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 software.
Track detailed records in the timekeeping system.
Coordinate complex scheduling and calendar management, and manage information flow to virtual clients’ senior executives.
Arrange client travel, 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, and use discretion when interacting with clients and the company.
Organize client communications, answer phones, and relay messages.
Plan client events.
Respond to requests within a maximum of four business hours.
Navigate priorities while multitasking and perform other tasks as needed.