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Coastal Property Advisors

Executive Assistant / Operations &amp; AI Marketing Coordinator Location: Miami, FL (Hybrid or Remote &ndash; Miami-based required) Job Type: Part-time to Full-time (20&ndash;40 hrs/week) Compensation: Competitive, based on experienceJob OverviewWe are a modern, tech-forward real estate brokerage, investment, and property management firm actively doing deals and managing properties across Miami, New York, Los Angeles, and Palm Springs.We are seeking a sharp, motivated Executive Assistant to support operations, marketing, bookkeeping coordination, tenant management, and AI-driven automation initiatives. This role is ideal for someone early to mid-career who is highly organized, tech-savvy, and excited about using AI tools to optimize workflows and scale a multi-market real estate business.You&rsquo;ll work directly with the founder and play a real role in building efficient systems&mdash;not just handling tasks.ResponsibilitiesExecutive &amp; Administrative Support<ul><li>Manage calendars, scheduling, reminders, and follow-ups</li><li>Handle inbox management and professional client communications</li><li>Prepare documents, listings, contracts, and internal reports</li><li>Maintain CRM data, pipelines, and task tracking</li><li>Coordinate vendors, showings, inspections, and deadlines across multiple markets</li></ul>Marketing &amp; Growth Support<ul><li>Assist with listing launches and marketing timelines</li><li>Create and schedule social media posts (Instagram, LinkedIn, Facebook)</li><li>Support email campaigns and client communications</li><li>Update website content and property listings</li><li>Create basic marketing materials (Canva, presentations, flyers)</li></ul>Bookkeeping &amp; Financial Support<ul><li>Assist with basic bookkeeping and expense tracking</li><li>Organize invoices, receipts, and vendor payments</li><li>Track property-level income and expenses</li><li>Coordinate with external accountants/bookkeepers as needed</li><li>Help maintain clean financial records for multiple properties and entities</li></ul>Tenant &amp; Property Management Support<ul><li>Assist with tenant communications and coordination</li><li>Track leases, renewals, notices, and key dates</li><li>Coordinate maintenance requests and vendor follow-ups</li><li>Help manage property-related documentation and compliance items</li></ul>AI &amp; Automation (Key Focus)<ul><li>Use AI tools (ChatGPT, Claude, Gemini, etc.) to:</li><li>Draft emails, marketing copy, and tenant communications</li><li>Automate repetitive administrative and bookkeeping tasks</li><li>Improve CRM workflows and follow-up systems</li><li>Optimize internal processes and documentation</li><li>Experiment with automation tools (Zapier, Notion, Airtable, etc.)</li><li>Continuously identify ways to save time and increase efficiency</li></ul>Ideal Candidate<ul><li>Based in Miami, FL (required)</li><li>1&ndash;4 years experience as an Executive Assistant, Operations Coordinator, or similar</li><li>Exposure to real estate, property management, or bookkeeping is a plus</li><li>Strong interest in AI, automation, and productivity tools</li><li>Highly organized, proactive, and detail-oriented</li><li>Strong written communication skills</li><li>Comfortable learning new tools and systems quickly</li><li>Reliable, responsive, and professional</li></ul>Tools You&rsquo;ll Work With<ul><li>Google Workspace</li><li>CRM platforms (Lofty or similar)</li><li>Canva</li><li>ChatGPT and other AI tools</li><li>DocuSign / PDF editors</li><li>Task &amp; automation tools (Notion, Zapier, ClickUp, etc.)</li><li>Bookkeeping software (QuickBooks or similar &ndash; experience a plus)</li></ul>What We Offer<ul><li>Long-term role with growth potential</li><li>Flexible schedule</li><li>Direct mentorship from the founder</li><li>Exposure to real estate deals and property management across Miami, NYC, LA, and Palm Springs</li><li>Hands-on experience with AI-powered business operations</li></ul>To Apply: Submit your resume, a brief introduction, and (if applicable) examples of how you&rsquo;ve used&mdash;or want to use&mdash;AI, automation, bookkeeping, or operational tools in your work.Job Type: Full-timePay: $30,000.00 - $50,000.00 per yearBenefits:<ul><li>Flexible schedule</li><li>Professional development assistance</li></ul>License/Certification:<ul><li>Real Estate License (Required)</li></ul>Work Location: Hybrid remote in Miami Beach, FL 33140

Executive Assistant

Join Coastal Property Advisors and explore 1   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

Coastal Property Advisors

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Executive Assistant