Real Estate Executive Assistant

Job Position: Real Estate Executive Assistant
Location: Remote (Ability to work within specified time zones as needed)
Work Schedule: Flexible based on executive needs, typically Monday to Friday.

Company Overview:

Sagan is an exclusive membership community for top executives, founders, and CEOs seeking to hire and maximize the impact of international talent. We bridge the gap between global talent and US-based businesses, connecting candidates from vibrant regions like Latin America, the Philippines, India, Pakistan, Bangladesh, and Africa with leading American companies. Discover a world of career possibilities with Sagan.

Position Overview:

We are seeking a skilled and proactive Real Estate Executive Assistant to support our operations. This role will primarily focus on maintaining efficient back-office functions essential to our real estate investment/agency operations.

Responsibilities:

• CRM Maintenance & Management: Ensure our CRM system is updated and organized with accurate data.
• KPIs & Reports: Regularly update and analyze Key Performance Indicators (KPIs) and prepare detailed reports for management review.
• Communication Coordination: Manage communication channels including emails, Slack, and our phone system to ensure efficient and timely responses.
• List Building & Skip Tracing: Assist in building and maintaining contact lists, and perform skip tracing activities as needed.
• Miscellaneous Tasks: Handle ad-hoc tasks that arise to support various operational needs.

Additional Responsibilities:

• Client Interaction: Manage client interactions via email and phone, ensuring prompt responses and professional engagement.
• Process Documentation: Develop and document Standard Operating Procedures (SOPs) for tasks such as CRM management and client follow-ups.
• Meeting Coordination: Assist in coordinating meetings, ensuring efficient formats and agendas are in place.
• Data Management: Support in gathering and analyzing KPI data and preparing management reports.
• Technology Utilization: Utilize and potentially train on software tools like HubSpot, Asana, and others to streamline operations.

Requirements:

• Proven experience as an Executive Assistant, Administrative Assistant, or similar role.
• Familiarity with real estate operations, CRM systems, and data management.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• Excellent communication skills (written and verbal).
• Proficiency in using productivity tools such as Microsoft Office, Google Workspace, and CRM software.
• Ability to work independently with minimal supervision.

Preferred Qualifications:

• Experience in the real estate industry or related fields.
• Knowledge of skip tracing techniques and tools.
• Ability to manage data for financial KPI dashboards and schedules.