Join our team and build your career with us
Outsourcing Advantage is looking for a highly organized, proactive, and tech-savvy Executive Assistant with a strong emphasis on real estate operations. This position involves supporting daily business functions such as marketing, listing management, leasing assistance, CRM operations, and communication coordination. The perfect candidate will be detail-oriented, resourceful, and capable of handling multiple priorities in a fast-paced real estate setting.
Responsibilities
Marketing & Advertising
Manage the entire property marketing process, including creating and maintaining listings on MLS, LoopNet, CoStar, Zillow, and other online platforms
Regularly update and maintain the inventory of all commercial and residential units across the online platforms
Ensure that all listings are fully uploaded, accurate, and consistently updated with the correct pricing, availability, and status
Coordinate photography, videography, and floor plans to guarantee professional-quality listing presentations
Create marketing materials such as flyers, email campaigns, and social media content, or work with external designers and printers to produce these materials
Maintain uniform branding across all public-facing materials to ensure consistency
Leasing, Transaction Coordination & Deal Support
Draft and prepare Letters of Intent (LOIs) for commercial leasing agreements
Provide assistance with lease documentation, maintain organization, and facilitate communication among stakeholders including attorneys, brokers, and clients
CRM, Lead Tracking & Reporting
Monitor deal progress from the initial inquiry through to the signed lease, ensuring continuous follow-up to advance deals
Manage and improve CRM workflows and automations while ensuring data accuracy
Consistently input and update leads, contacts, and deal stages
Generate reports on leads, conversions, pipelines, and task lists
Provide regular updates regarding listings, leads, and ongoing deals
Identify inefficiencies and suggest or implement improvements to the system
Communication Responsibilities
Handle email communications with clients, brokers, and vendors
Keep brokers and potential clients informed about availability updates
Draft polished replies while maintaining a consistent tone
Forward important emails to the relevant parties and flag urgent matters
Monitor and follow up on emails that have not yet received a response
Requirements
Proven experience as an Executive Assistant, preferably within the real estate industry
Strong organizational skills with the capability to handle multiple tasks at once, accompanied by a keen attention to detail
Fluent English communication skills, both verbal and written, with a minimum proficiency level of C1 Advanced
Familiarity with real estate terminology and processes is a plus
Proficient in Microsoft Office Suite and other software commonly used in real estate
Experienced in graphic design utilizing tools such as Adobe and Canva
Understanding of commercial lease agreements
Background in social media marketing
Ability to craft engaging copy for property listings and advertisements
Knowledge of Multiple Listing Service (MLS) platforms
Key Traits We’re Seeking
Exceptional organizational skills with meticulous attention to detail
Strong communication skills
Self-driven and proactive attitude
Technologically adept and quick learner
Efficient multitasker with excellent prioritization abilities
Benefits
Competitive salary
Opportunity to work on diverse and exciting projects
Supportive and collaborative work environment
Weekly payments
Weekends off
Growth Opportunities
