-
-
TYPE OF WORK
Full Time
-
-
SALARY
$500/month
-
-
HOURS PER WEEK
40
-
-
DATE UPDATED
Sep 12, 2025
This position supports an executive at a real estate brokerage in the USA.
This position is full-time (40 hours per week) and the work can be done during local Philippines time (i.e., during the Philippines daylight hours).
However, there is a need for a daily check-in call at 10:00pm PH time (9:00am USA time). This call would last 20 to 45 minutes, depending on the needs of the day. The time spent on this call is paid, and the total time spent for the week (including check-in calls) should not exceed 40 hours.
JOB DESCRIPTION
* Communication & Inbox Management
Triage
Draft and send routine
Summarize long
Maintain a running list of pending client and partner responses and follow up as needed
* Task & Project Tracking
Log incoming action items in a task management system (e.g. Wrike or Google Sheets)
Track “next step” and project status on multiple deals and initiatives
Proactively check in with tea
Maintain a weekly dashboard of deal progress, pipeline status, and priority items
* Scheduling & Calendar Management
Schedule meetings, calls, and property tours on Google Calendar
Prepare a daily “to-call” list with names, numbers, topics, and objectives
Prepare a daily calendar with what's on the agenda for today
Coordinate availability between multiple parties to arrange meetings
Block time for focused work and travel on the CEO’s calendar
* Document & Data Organization
File notes, contracts, and property documents in the proper folders on Google Drive
Keep shared folders organized and up-to-date with correct naming conventions
Maintain key spreadsheets and trackers (contacts, leads, deal pipeline, property inventory, etc.)
* Research & Reporting
Perform market research using the web and subscription databases (credentials provided)
Compile market snapshots for specific property types or submarkets (rent/sales comps, cap rates, vacancy, etc.)
Gather company and contact intelligence on prospective clients, investors, and tenants
Prepare quick summaries and briefing sheets ahead of meetings or calls
* Miscellaneous Support
Prepare expense reports and reconcile receipts
Process simple forms or templates (NDAs, listing agreements, LOIs) for signature
Maintain a company contacts database (CRM) with up-to-date information
Assist with preparing presentations and proposals (PowerPoint, Google Slides, or Canva)
SUCCESS METRICS & PERFORMANCE EXPECTATIONS
To be successful in this role, the Executive Assistant will consistently demonstrate:
* Communication & Responsiveness
Responds to messages and task updates within 24 hours
Joins the daily check-in call on time and prepared with updates and questions
Proactively alerts the CEO when deadlines or follow-ups are at risk
* Inbox & Task Management
Maintains the CEO’s inbox so that all new items are triaged and categorized within 24 hours
Keeps the task tracker current and accurate — all active projects have a visible next step, owner, and due date
Provides a daily digest
* Calendar & Scheduling
Keeps the calendar fully up to date, avoiding double-bookings and leaving buffer time for travel or prep
Provides daily “to-call” list and meeting prep notes at least 2 hours before start of business
* Documentation & Organization
Keeps Google Drive and other shared folders organized with logical structure and consistent file naming
Ensures all key documents (notes, contracts, marketing files, reports) are properly filed within 24 hours of receipt
* Research & Reporting
Produces concise and accurate research summaries that directly support decision-making
Consistently meets deadlines for requested market reports, property data pulls, and briefing sheets
* Professionalism & Confidentiality
Handles all company and client information with strict confidentiality
Maintains a positive, professional tone in all written and verbal communication
Demonstrates ownership of outcomes and a proactive, solution-oriented mindset
