Real Estate Executive Assistant (Admin, Research & Prospecting Support)

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: TYPE OF WORK

Part Time

: SALARY

$400 - $550/mo

: HOURS PER WEEK

25

: DATE UPDATED

Aug 14, 2026

JOB OVERVIEW

I am a real estate broker in Colorado, USA. I need a detail-obsessed assistant to own the administrative, research, and prospecting support side of my business so I can stay in front of clients.

This role is about accuracy and follow-through, not creativity. The single most important quality I am hiring for is this: when you tell me something is done, it is actually done.

WHAT YOU WILL DO:
- Pull and format prospecting data into clean, ready-to-use call lists
- Build neighborhood and subdivision research briefs using a template I provide
- Compile market and comparable sales data into a set format
- Prepare listing presentation and pre-listing materials from existing templates
- Calendar management and appointment confirmation
- Inbox organization and flagging
- Data entry, list building, and online research
- Maintain trackers and update them daily without being asked
- General administrative support as my business grows

REQUIRED:
- 2+ years as a virtual assistant supporting a US-based business
- Excellent written English
- Strong Google Workspace skills, especially Sheets
- Genuine attention to detail. You will be tested on this.
- Reliable internet and power backup
- Available for a short daily check-in at the start of my business day
- Comfortable being shown exactly how I want something done, then doing it that way every time

NICE TO HAVE:
- US real estate experience
- Experience formatting or cleaning large data sets
- Familiarity with real estate prospecting platforms

HOW I WORK:
I give clear direction and I expect clear communication back. If something is going to be late, I want to hear it before the deadline, not after. Meet that standard and there is room for this to grow into a full-time role.

HOW I EXPECT YOU TO OPERATE:
One rule matters more than any other here: do not bring me a problem without bringing me at lease one proposed solution.

My measure for this role is simple. After I hand you something, I should not have to think about it again. If I am asking a second time, or waiting, or wondering where it stands, that is the problem I am hiring you to eliminate.

In practice that looks like:
- You spot bad data in a list and flag it with a fix, rather than delivering it and letting me find out
- You have done the same task ten times, so you build a checklist and stop needing instructions for it
- Something will be late, and I hear it from you before the deadline, not after
- You are unsure what I want, so you ask before you spend three hours, not after
- You notice something that needs doing and you do it, without being assigned

If you would rather be handed a task list every morning and work only from it, this is not the right role for you.

TIME TRACKING:
For your first 90 days, you will use TimeProof through OnlineJobs.ph. I want to be upfront about why: this is a new role and I do not yet have a good sense of how long each task actually takes. The tracking data is how I build realistic workloads and deadlines instead of guessing and setting you up to fail.

It is not there to police you. I judge this role on results, not on hours logged. After 90 days, once we both know what the work actually takes, we can revisit whether it stays on.

HOW TO APPLY:
Read this carefully. Applications missing any step will not be reviewed.

1. Begin your message with the word COMPASS so I know you read the full post.
2. Tell me about a specific time you caught a mistake that someone else missed. Be specific about what it was and how you found it.
3. List every research, spreadsheet, and project management tool you have actually used yourself.
4. Tell me how many other clients you currently work for, and roughly how many hours per week each one takes.
5. Tell me your internet speed and whether you have a backup power source.
6. Confirm you can work the schedule listed above.
7. Confirm you are comfortable using TimeProof during your first 90 days.
8. Answer this scenario in a few sentences. I ask you to build me a call list from a data export by tomorrow morning. Halfway through, you realize roughly 15% of the records have obviously wrong phone numbers, and I am unreachable in appointments. What do you actually do?

Shortlisted applicants will complete a short PAID data accuracy test before any offer is made.

SKILL REQUIREMENT

Administrative Management Data Entry Research

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Real Estate Executive Assistant (Admin, Research & Prospecting Support)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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