Real Estate Virtual Assistant for Remote - Hybrid Set-up

Real Estate Executive Assistant YOUR ROLE AS A REAL ESTATE EXECUTIVE ASSISTANT We are seeking a highly experienced and detail-oriented Real Estate Virtual Assistant with comprehensive knowledge of the US real estate market. In this role, you will be an integral part of our real estate operations — managing complex transactions, overseeing escrow processes, and serving as a reliable point of coordination between all parties involved in a deal. You thrive in a fast-paced environment, are proactive in managing timelines, and take pride in delivering seamless real estate experiences from contract to close. As a Real Estate Executive Assistant, you will be expected to perform the following:

• Transaction Management
• Oversee end-to-end real estate transactions, ensuring all parties — buyers, sellers, agents, lenders, and title companies — are aligned and moving on schedule
• Monitor and manage transaction timelines, contingency deadlines, and closing dates with precision
• Prepare, review, and organize real estate contracts, purchase agreements, disclosures, and addenda
• Maintain accurate and up-to-date records in transaction management platforms such as Dotloop, Skyslope, or similar tools
• Flag potential issues early and proactively coordinate resolutions to keep deals on track
• Escrow & Closing Coordination
• Coordinate directly with escrow officers and title companies to facilitate smooth and timely closings
• Prepare and track escrow instructions, earnest money deposits, closing disclosures, and settlement statements
• Ensure all required documentation is submitted accurately and within deadlines
• Follow up on outstanding items, signatures, and approvals throughout the escrow process
• Assist in post-closing tasks including file archiving and final documentation distribution
• Listings & Market Research
• Create, manage, and update MLS listings with accurate property details, photos, and descriptions
• Conduct comparative market analysis (CMA) and provide relevant insights on US real estate market trends
• Research property data, neighborhood statistics, and competitive listings to support agents and brokers
• Monitor market activity and flag relevant changes that may impact ongoing or upcoming transactions
• Client & Stakeholder Communication
• Serve as a professional point of contact for clients, agents, lenders, and other stakeholders throughout the transaction
• Draft and send regular transaction updates, follow-up emails, and status reports
• Schedule appointments, property showings, inspections, and walkthroughs
• Manage and maintain CRM platforms to ensure all contacts, notes, and communications are current
• Administrative Support
• Provide day-to-day administrative support to real estate agents or brokerages
• Organize and maintain digital filing systems for all transaction and client documents
• Assist with social media content, email campaigns, or marketing materials as needed
• Track agent productivity, deal pipelines, and reporting dashboards