Operations Administrator / Executive Assistant

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: TYPE OF WORK

Full Time

: SALARY

$800–$1,200 USD/Month (Depending on Expe

: HOURS PER WEEK

40

: DATE UPDATED

Aug 3, 2026

JOB OVERVIEW

# Operations Administrator / Executive Assistant (Full-Time Remote)

**$800–$1,200 USD/Month (Depending on Experience)**

**Location:** Remote (Philippines)

**Hours:** Full-Time (40 Hours/Week)

**Required Overlap:** 8:00 AM – 2:00 PM Pacific Time, Monday–Friday

---

## About Us

RE-MEDIA is a rapidly growing luxury real estate media company serving top-producing real estate professionals throughout Washington State. We specialize in high-end real estate photography, cinematic video, drone media, branding films, social media content, and marketing solutions for some of the region's leading agents and brokerages.

We're building more than a photography company—we're building a premium creative agency and content studio. As we continue to grow, we're looking for an Operations Administrator who thrives on organization, communication, and creating systems that help a business run efficiently.

If you enjoy solving problems, keeping projects moving, and working with a fast-paced creative team, we'd love to meet you.

---

# About the Role

This is not a typical Virtual Assistant position.

You'll become the operational backbone of our company, helping manage projects from booking to final delivery while ensuring our clients receive an exceptional experience.

Your job is to remove administrative tasks from the CEO so they can focus on growing the business, building relationships, and serving clients.

You will work directly with the owner and become one of the most important members of our team.

---

# What You'll Be Responsible For

### Client Communication

* Respond to client emails
* Answer booking inquiries
* Confirm appointments
* Send invoices
* Follow up on unpaid invoices
* Notify clients when projects are complete
* Schedule revisions
* Provide world-class customer service

### Project Management

* Create new projects inside our CRM
* Verify listing information
* Coordinate photographers and editors
* Track project progress
* Ensure deadlines are met
* Perform administrative quality checks before delivery

### Calendar & Scheduling

* Coordinate shoot schedules
* Optimize photographer routes
* Schedule meetings
* Manage the CEO's calendar
* Resolve scheduling conflicts

### CRM & Operations

* Maintain GoHighLevel
* Update pipelines and opportunities
* Build and improve workflows
* Keep client records organized
* Help improve internal systems and SOPs

### Team Coordination

* Communicate with photographers and editors
* Track project status
* Ensure everyone has what they need
* Help solve operational issues before they become problems

### Administrative Support

* Prepare reports
* Organize Google Drive and Dropbox
* Maintain documentation
* Assist with proposals and contracts
* Help maintain, create and optimize company dashboards

### Marketing Support

* Schedule social media posts
* Upload reels
* Organize marketing assets
* Maintain our content library

### Customer Success

* Follow up after projects
* Request Google Reviews
* Collect testimonials
* Identify opportunities to better serve our clients

---

# Who We're Looking For

You are someone who naturally enjoys creating order from chaos.

You don't wait to be told what to do—you identify problems and solve them.

You take pride in details, communicate professionally, and genuinely enjoy helping people.

You are comfortable juggling multiple projects while remaining calm under pressure.

---

# Required Qualifications

* Excellent written and spoken English
* At least 2 years of Executive Assistant, Operations, Project Management, or Administrative experience
* Strong organizational skills
* Excellent communication skills
* Ability to prioritize multiple projects
* High attention to detail
* Fast learner
* Reliable internet connection
* Quiet workspace
* Ability to meet remote for meetings

---

# Software Experience

Experience with some of the following is preferred:

* GoHighLevel
* Google Workspace
* Slack
* Dropbox
* Canva
* Microsoft Excel
* Zoom

Bonus if you've worked with:

* Aryeo
* ----------
*Click-Up
* Notion
* Stripe
* Creative agencies
* Real estate companies
* Marketing agencies

---

# What Success Looks Like

After your first few months:

* The CEO no longer manages day-to-day scheduling.
* Client emails are answered promptly.
* Every project stays organized from booking through delivery.
* The team always knows what they're working on.
* Clients consistently receive an exceptional experience.

---

# Compensation & Growth

We're looking for someone who wants to grow with our company over the long term.

As RE-MEDIA expands, there will be opportunities to take on more responsibility, increase compensation, and help shape the future of the business.

We value loyalty, initiative, and people who genuinely care about doing excellent work.

---

# How to Apply

Please include the following:

1. A short introduction about yourself.
2. Your resume.
3. A 2–3 minute video introducing yourself (Loom or YouTube link preferred).
4. Your DISC or personality assessment (if available).
5. Tell us about the most organized project you've ever managed.
6. What project management or CRM software have you used?
7. What does exceptional customer service mean to you?
8. What are your salary expectations?
9. Include the phrase **"Luxury Operations"** at the top of your application so we know you've read the entire posting.

We receive many applications, and attention to detail is important to us.

We're excited to meet someone who wants to build something great alongside our team.

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Operations Administrator / Executive Assistant

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

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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