Real Estate Executive Assistant

Real Estate Executive Assistant (High-Performance Ops + Marketing + GHL)

Location: San Diego / La Jolla (Hybrid – must be local for runner tasks)
Schedule: Full-Time, PST working hours (same-day response expected)
Reports to: Lead Agent (Top-Producing REALTOR)

Role Mission

We’re hiring a systems-driven Executive Assistant to remove 80+% of operational tasks from a top-producing agent. This is not an entry-level admin role. You are the systems architect, marketing executor, CRM/database owner, and client-support operator who protects the agent’s time so the agent can focus on revenue activities.

What You’ll Own

Operations & Systems

• Build, document, and optimize SOPs and an Operations Manual
• Own daily operations: calendar, task tracking, files, vendors, invoices, checklists
• Improve systems weekly (learning-based, proactive optimization)

Go High Level (Advanced / Architect Level)

• Build workflows from scratch (email/SMS/voicemail drops, triggers, conditional logic)
• Create pipelines, lead routing, internal notifications, and task assignment automation
• Build funnels, landing pages, forms, thank-you pages, and tracking/pixels
• Segment lists, launch nurture + drip + reactivation campaigns, track performance

Marketing & Content Execution

• Coordinate print marketing: postcards, brochures, flyers, calendars, mailers
• Schedule and manage content across IG/FB/LinkedIn/YouTube/TikTok + Google Business + Yelp (assist with Wechat, LINE, and Little Red Book)
• Repurpose long-form into short-form clips; write captions with CTAs
• Prepare and send a monthly newsletter (Canva + CRM execution)

Database & CRM Ownership

• Clean, tag, segment, and maintain database integrity (dedupe, standardization)
• Build follow-up stages, priority follow-up systems, and trigger-based automations
• Maintain reporting dashboards (KPIs, conversion, growth, campaign results)

MLS & Showing Coordination (Intermediate–Advanced)

• Pull property data, run comps, create alerts, schedule showings/tours
• Confirm appointments, manage feedback, ensure zero scheduling errors
• Client Experience, Events, and Gifting
• Runner / Field Support (Local)
• Required SkillsPreferredPerformance Expectations (Non-Negotiables)
• Execute client gifting programs (pre-listing → escrow → closing → post-close → pop-bys)
• Plan and implement client/community events (logistics, guest list, follow-up)
• Lockboxes, signage, door drops, key delivery, property checks, errands as needed
• 3+ years as EA/Operations Assistant (real estate strongly preferred)
• Advanced tech: Go High Level + Canva + Google Workspace (Docs/Sheets/Drive/Forms/Gmail)
• Excellent English communication (client-facing writing + texting)
• Highly organized, proactive, detail-obsessed, discreet/confidential
• Able to self-manage without daily guidance and deliver weekly reporting
• KW Command experience
• MLS proficiency
• College degree
• Real Estate License preferred (required within 6 months of hire)
• Same-day response during PST working hours
• Zero scheduling errors
• Clean reporting cadence (daily/weekly summaries)
• Database always organized and campaign-ready

Pay: $72,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: Hybrid remote in La Jolla, CA 92037