Executive Assistant

Executive Assistant / Operations & AI Marketing Coordinator
Location: Miami, FL (Hybrid or Remote – Miami-based required)
Job Type: Part-time to Full-time (20–40 hrs/week)
Compensation: Competitive, based on experience

Job Overview

We 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’ll work directly with the founder and play a real role in building efficient systems—not just handling tasks.

ResponsibilitiesExecutive & Administrative Support

• Manage calendars, scheduling, reminders, and follow-ups
• Handle inbox management and professional client communications
• Prepare documents, listings, contracts, and internal reports
• Maintain CRM data, pipelines, and task tracking
• Coordinate vendors, showings, inspections, and deadlines across multiple markets

Marketing & Growth Support

• Assist with listing launches and marketing timelines
• Create and schedule social media posts (Instagram, LinkedIn, Facebook)
• Support email campaigns and client communications
• Update website content and property listings
• Create basic marketing materials (Canva, presentations, flyers)

Bookkeeping & Financial Support

• Assist with basic bookkeeping and expense tracking
• Organize invoices, receipts, and vendor payments
• Track property-level income and expenses
• Coordinate with external accountants/bookkeepers as needed
• Help maintain clean financial records for multiple properties and entities

Tenant & Property Management Support

• Assist with tenant communications and coordination
• Track leases, renewals, notices, and key dates
• Coordinate maintenance requests and vendor follow-ups
• Help manage property-related documentation and compliance items

AI & Automation (Key Focus)

• Use AI tools (ChatGPT, Claude, Gemini, etc.) to:
• Draft emails, marketing copy, and tenant communications
• Automate repetitive administrative and bookkeeping tasks
• Improve CRM workflows and follow-up systems
• Optimize internal processes and documentation
• Experiment with automation tools (Zapier, Notion, Airtable, etc.)
• Continuously identify ways to save time and increase efficiency

Ideal Candidate

• Based in Miami, FL (required)
• 1–4 years experience as an Executive Assistant, Operations Coordinator, or similar
• Exposure to real estate, property management, or bookkeeping is a plus
• Strong interest in AI, automation, and productivity tools
• Highly organized, proactive, and detail-oriented
• Strong written communication skills
• Comfortable learning new tools and systems quickly
• Reliable, responsive, and professional

Tools You’ll Work With

• Google Workspace
• CRM platforms (Lofty or similar)
• Canva
• ChatGPT and other AI tools
• DocuSign / PDF editors
• Task & automation tools (Notion, Zapier, ClickUp, etc.)
• Bookkeeping software (QuickBooks or similar – experience a plus)

What We Offer

• Long-term role with growth potential
• Flexible schedule
• Direct mentorship from the founder
• Exposure to real estate deals and property management across Miami, NYC, LA, and Palm Springs
• Hands-on experience with AI-powered business operations

To Apply:
Submit your resume, a brief introduction, and (if applicable) examples of how you’ve used—or want to use—AI, automation, bookkeeping, or operational tools in your work.

Job Type: Full-time

Pay: $30,000.00 - $50,000.00 per year

Benefits:

• Flexible schedule
• Professional development assistance

License/Certification:

• Real Estate License (Required)

Work Location: Hybrid remote in Miami Beach, FL 33140