Executive Operations Assistant (Real Estate)

Executive Assistant & Operations Partner to Real Estate Founder

Employment Type: Full-Time Location: Remote Schedule: Aligned to U.S. Eastern business hours (real-time availability during the founder's workday is essential) Reports To: Founder / Principal Agent

About the Company

We are a rapidly growing, high-performing luxury real estate practice based in the Greater Raleigh-Durham, North Carolina area, serving buyers, sellers, and investors across some of the region's most competitive markets. Led by a nationally recognized top-producing agent, senior partner within a leading brokerage, and active content creator, the business blends white-glove client service with a strategic, wealth-focused approach to real estate.

The founder is scaling from a high-producing individual agent into a true business operation — building out systems, team, and infrastructure. This role is central to that transition.

About the Role

This is not a task-based VA role. We are hiring the founder's right hand.

The founder operates as a visionary and high-volume producer. What she needs is a proactive thinker who can take ownership of the operational and administrative side of the business so she can stay focused on clients, deals, and growth. The right person doesn't wait to be told what to do — by the fifth or sixth time they touch a process, they are already saying "there is a better way to do this," and then building it.

Over time, this role is designed to grow into a leadership seat. As the business adds an Inside Sales Agent (ISA), this person will oversee that hire, hold them to their KPIs, and help run the day-to-day engine of the business. The founder is also actively building out AI-driven systems, so comfort with modern AI tools is a meaningful part of what makes someone successful here.

In short: you will manage the calendar, the inbox, the CRM, the projects, the vendors, and eventually the team — and you will manage the founder herself, keeping her on track and set up to win every single day.

Key Responsibilities

Executive Support & Communication

• Own and manage the founder's calendar, scheduling, and daily priorities

• Manage the inbox — triage, draft responses, flag what needs attention, and keep nothing from slipping

• Prepare the founder for meetings, calls, and appointments with the context and materials she needs

• Provide a daily and forward-looking view: what's on deck today, this week, and what high-priority items must be closed out and by when

CRM, Lead & Client Coordination

• Oversee and maintain the CRM, keeping records accurate and up to date

• Coordinate lead follow-up and ensure timely, consistent outreach

• Manage ongoing client follow-up and communication to protect the client experience

• Support transaction and deal coordination as needed, handling sensitive financial and closing information with discretion

Operations, Projects & Systems

• Run point on projects from start to finish, keeping timelines and deliverables on track

• Build, document, and maintain SOPs and repeatable processes as the business scales

• Identify inefficiencies and proactively recommend and implement better ways of working

• Manage vendor and third-party communication and relationships

• Conduct research and support the implementation of new tools, systems, and initiatives

Team & AI Enablement

• As the team grows, oversee a future ISA/VA — track KPIs, provide direction, and keep them accountable

• Leverage AI tools to automate workflows, reduce manual work, and increase the founder's leverage

• Help build out AI-driven systems and processes that support long-term scale

Required Qualifications

• 3+ years of experience as an Executive Assistant, Operations Coordinator, or in a comparable high-ownership support role, ideally supporting a founder or senior executive

• Demonstrated proactivity and ownership — a track record of solving problems and improving processes without being asked

• Excellent written and verbal English communication

• Strong command of calendar management, inbox management, and CRM systems

• Project management and process documentation experience

• Comfort adopting and working with AI tools, and genuine willingness to build with them

• Proven discretion handling confidential and financial information

• Reliable remote work setup with dependable internet and strong availability during U.S. Eastern hours

Preferred Qualifications

• Hands-on experience with agentic AI tools such as Claude Cowork, and light familiarity with Claude Code (or a demonstrated ability to build workflows and automations with AI)

• Experience in real estate — transaction coordination, MLS/CRM platforms, lead management, or ISA oversight

• Experience building SOPs, systems, or automations from the ground up

• Experience managing or overseeing a VA, ISA, or junior team member

• Exposure to content, social media, or personal-brand coordination

Ideal Candidate Profile

You are

• Highly organized and anticipatory — you see what's coming before it lands on the founder's desk

• Proactive to your core — you spot the gap and close it without being asked

• A systems thinker — you don't just complete a task, you improve the process behind it

• Comfortable managing up — you keep a fast-moving, big-picture founder on track without friction

• AI-curious and technically capable — you reach for modern tools to work smarter, not harder

• Calm, discreet, and trustworthy — you handle sensitive information and high-stakes moments with composure

• Coachable and independent at once — you can be taught the real estate world, but you don't need to be taught how to think

Why Join Us

This is a rare opportunity to become the operational backbone of a fast-growing luxury real estate business and work side by side with a top-producing agent and recognized industry voice. You will have real ownership from day one, the autonomy to build systems the way they should be built, and a clear path to grow into a team-leadership role as the business scales. If you want to be genuinely relied on — not just handed tasks — this is that seat.