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Hiring: Full-Time Executive Assistant - Remote - $9,600 - $14,400/yr

Schedule: 8am to 5pm Arizona Timezone

Key Responsibilities:

Calendar & Meeting Management

• Manage the executives' calendars, coordinating appointments with buyers, sellers, clients, agents, and other stakeholders
• Act as a true gatekeeper—confirming who a person is, why they want to meet, and whether the meeting warrants the executives' time
• Add context to every appointment so the executives know who they're meeting and why before they join
• Prepare meeting briefs with relevant history and background ahead of calls
• Monitor the calendar throughout the day, sending reminders and proactively communicating with attendees if the executives are running behind
• Build in buffers to protect against back-to-back scheduling and calculate travel time before confirming in-person meetings
• Coordinate a range of meeting types, from discovery calls and valuation discussions to buyer-seller meetings and closing steps

Phone & Client Communication

• Serve as the first line of defense for incoming calls, ensuring no opportunity is missed
• Follow up on after-hours calls and voicemails
• Route callers appropriately: gather details from prospective sellers, verify buyer interest and NDA status for prospective buyers, direct existing clients to the right person, and filter sales or spam calls
• Communicate professionally and confidently with high-net-worth clients and business owners

Buyer Outreach & Pre-Qualification

• Support the brokers with outbound calls to potential buyers when a listing needs additional buyer activity
• Use established qualification questions to determine whether a buyer is worth scheduling on the broker's calendar
• Follow the qualified-lead process: gather information and schedule interested buyers with the broker, or route not-yet-qualified buyers into the appropriate follow-up process
• Follow up on buyer conversations and opportunities that AI-driven outreach has already initiated
• Focus outreach efforts especially on off-market listings or listings that need more inbound buyer activity

Inbox Management

• Manage the shared executive inbox, with the potential for individual inbox access over time
• Work alongside AI-supported email tools, providing human oversight to ensure nothing important is missed
• Take direct action on items within your authority instead of simply forwarding them
• Help implement stronger inbox systems, including filters, folders, and prioritization rules
• Support cleanup of a significant email backlog and help re-engage old opportunities

CRM & Pipeline Management

• Maintain clean, accurate records across multiple systems including GoHighLevel, SimPro, and Zoho CRM
• Keep the executives' deal pipeline updated so they can quickly see where each opportunity stands
• Support new business listings, marketing profiles, and buyer inquiries
• Assist with limited buyer outreach and pre-qualification using established qualification questions

Transaction Documentation & Logistics

• Learn the internal documentation system used throughout the brokerage process
• Prepare and draft transaction documents using existing templates for executive review and approval
• Coordinate electronic signatures and supporting materials for client meetings
• Support administrative coordination across the transaction lifecycle, from consultations through closing
• Organize logistics for the monthly team meeting and other workshops, including room bookings and virtual meeting setup

AI & Systems Support

• Work comfortably within a business that leans heavily on AI and automation across email, calendar, and outreach
• Monitor AI-supported processes to catch anything that falls through the cracks
• Use tools like ChatGPT, Claude, and other AI platforms as part of the daily workflow
• Help document and improve systems and processes as the business scales
• Stay adaptable to new tools and platforms as the technology stack evolves

Tech Stack

• Google Workspace / Gmail
• GoHighLevel (Nice-to-Have)
• SimPro (Nice-to-Have)
• Zoho CRM (Nice-to-Have)
• Zoho Sign
• Company Phone/Call Application
• Zoom
• ChatGPT, Claude & Other AI Tools (Must-Have)

Job Type: Full-time

Pay: Php50,000.00 - Php72,000.00 per month

Benefits:

• Health insurance
• Opportunities for promotion
• Pay raise
• Work from home

Application Question(s):

• Are you comfortable working with a time tracking software?
• Are you comfortable taking incoming calls (approx 10 calls/day)?

Experience:

• supporting a C-level executive or senior leader.: 2 years (Required)

Work Location: Remote