Real Estate Executive Assistant / Virtual Assistant

Real Estate Executive Assistant / Virtual Assistant

Part-Time to Start: 20 Hours/Week
$4–$5 USD/Hour Depending on Experience
Opportunity to Grow to 40 Hours/Week + Raises & Bonuses
Long-Term Position | Philippines-Based
U.S. Real Estate Business – Honolulu, Hawaii

About the Position

I am an experienced real estate broker in Honolulu, Hawaii looking for a highly organized, proactive, and dependable Virtual Assistant to become a long-term member of my real estate business.

This position will start at approximately 20 hours per week while we learn how to work together, develop systems, and determine where you can provide the most value.

I am not looking for a temporary freelancer.

My goal is to find the right person who wants to grow with my business for years. As you demonstrate your abilities and the business grows, my goal is to increase this position toward 40 hours per week, increase your hourly compensation, and develop additional performance and/or transaction-based bonuses.

There may also be opportunities for additional training, equipment, software, bonuses, and other benefits as our relationship and the business grow.

I want to invest in the right person.

Who I’m Looking For

You do NOT need to be an expert in everything listed below.

I care more about finding the right person with the right attitude, personality, work ethic, and ability to learn.

I’m looking for someone who is:

* Extremely organized and detail-oriented
* Reliable and consistent
* Proactive and able to work independently
* Comfortable making reasonable decisions based on established processes
* Good at prioritizing based on deadlines and importance
* Comfortable with repetitive and tedious tasks
* Someone who actually enjoys checklists, organization, spreadsheets, CRM cleanup, and completing unfinished tasks
* A problem solver who tries to find solutions
* Comfortable learning new technology
* A strong written and verbal English communicator
* Persistent about following things through to completion
* Able to identify when something is being forgotten
* Comfortable reminding and holding me accountable when necessary
* Interested in learning and taking on greater responsibility over time

I move quickly and frequently have multiple clients, leads, listings, transactions, and projects happening simultaneously.

I need someone who can eventually become my right-hand person and help make sure nothing important falls through the cracks.

If I tell you that I need to call someone and haven’t done it, remind me.

If a transaction deadline is approaching, recognize it and make sure we address it.

If a lead hasn’t been followed up with, bring it to my attention.

If something is unfinished, keep track of it until it’s completed.

Eventually, I want you to be able to tell me:

“Here are the things that need your personal attention today. I’ve already handled everything else.”

Primary Responsibilities

CRM & Lead Management

* Manage and organize Follow Up Boss CRM
* Enter and update contacts
* Clean up duplicate and incomplete records
* Tag and categorize leads and clients
* Maintain accurate notes, stages, tasks, and follow-up dates
* Identify leads that need follow-up
* Create daily follow-up lists for me
* Track outstanding conversations and next steps
* Help make sure leads don’t get forgotten
* Assist with database nurture and reactivation campaigns
* Help organize prospecting and call lists

Email, Calendar & Organization

* Help manage and organize my email
* Identify important emails requiring my attention
* Draft routine emails and responses
* Maintain follow-up reminders
* Manage appointments and scheduling
* Help manage my calendar
* Maintain daily and weekly priority/task lists
* Follow up on unfinished tasks
* Keep track of people we are waiting to hear from
* Help keep me focused on high-priority activities

Transaction Coordination

* Maintain transaction timelines and checklists
* Track contract dates and deadlines
* Organize transaction documents
* Help process sales paperwork
* Assist with preparing offers, addenda, and other real estate documents for my review
* Coordinate with clients, escrow/title, lenders, inspectors, agents, photographers, and vendors
* Follow up on outstanding documents and tasks
* Maintain organized electronic transaction files
* Assist with closing and post-closing processes
* Make sure transaction requirements and deadlines don’t get missed

All activities must remain within applicable real estate licensing requirements. Anything requiring a licensed real estate professional will be handled or approved by me.

Listing Coordination

* Input and update real estate listings
* Organize listing paperwork and disclosures
* Coordinate photography, video, staging, inspections, and other vendors
* Organize listing photos and marketing materials
* Help prepare property descriptions
* Update listing information as needed
* Track showing activity and feedback
* Assist with seller updates
* Coordinate open houses and marketing schedules
* Maintain listing checklists from pre-listing through closing

Client & Lead Communication

As you learn my business and communication style:

* Send routine follow-ups on my behalf
* Follow up with leads and clients
* Schedule appointments and showings
* Communicate with vendors and business partners
* Request reviews and testimonials
* Help maintain contact with past clients
* Make sure clients receive timely responses
* Draft emails and text messages for my approval when needed

Excellent written and spoken English is important.

Social Media & Marketing

Help create, edit, schedule, and manage content for:

* Facebook
* Instagram
* LinkedIn
* TikTok
* Google Business Profile
* YouTube/short-form video as we grow

Content may include:

* New listings
* Open houses
* Sold/closed properties
* Client testimonials
* Real estate information
* Market updates
* Educational content
* Community/local Hawaii content
* Videos/Reels
* Personal branding

Responsibilities may include:

* Canva graphics
* Basic photo editing
* Video/Reels editing
* Writing captions
* Scheduling posts
* Repurposing content across platforms
* Organizing content calendars
* Tracking basic engagement and results

AI & Technology

I use technology extensively and want someone who is comfortable learning and using AI.

Tools may include:

* Follow Up Boss
* ChatGPT
* Claude
* Google Drive
* Google Docs
* Google Sheets
* Microsoft Word
* Microsoft Excel
* Canva
* Photo and video editing software
* Facebook
* Instagram
* LinkedIn
* TikTok
* MLS systems
* Real estate transaction software

Experience with some of these is preferred.

You do not need to know everything.

What matters more is that you’re comfortable learning new systems and can figure things out.

Future Areas You Can Grow Into

As you become comfortable with the core responsibilities, there will be opportunities to learn and take ownership of:

* Creating and maintaining SOPs
* Google Business Profile optimization
* Local SEO
* Website/blog content
* AI search optimization
* Email marketing
* Lead generation
* Prospecting and call-list creation
* Database marketing
* Facebook/Meta Ads
* Marketing analytics
* Business reporting
* Client retention programs
* Past-client/referral campaigns
* Additional business systems and automation

I am happy to provide training and invest in developing the right person.

Growth & Compensation

Starting compensation: $4–$5 USD/hour depending on experience and skill level.

We will initially start at approximately 20 hours per week.

This is intentionally a part-time starting position while we learn how to work together and build the role.

My goal for the right person is to eventually grow this into a 40-hour-per-week, long-term position.

As you demonstrate reliability, learn the business, take ownership, and create more value, there will be opportunities for:

* Increased hours
* Increased hourly compensation
* Performance bonuses
* Transaction/closing bonuses
* Additional paid training
* Equipment or technology support
* Increased responsibilities
* Career advancement as the business grows

The exact bonus and compensation structure will evolve based on your role and contribution to the business.

I want our incentives aligned.

If you help me become more organized, serve more clients, close more transactions, and grow the business, I want you to have the opportunity to grow professionally and financially with me.

Schedule

We will start at approximately 20 hours per week.

Because my business is located in Honolulu, Hawaii, some overlap with Hawaii business hours will be important for communication, client follow-up, and time-sensitive real estate matters.

Other responsibilities can be completed independently.

Please tell me:

* Your preferred working hours
* Your availability
* Whether you currently work for other clients
* Whether you would eventually be interested in working 40 hours/week if the position grows

Requirements

* Excellent written English
* Strong spoken English
* Reliable high-speed internet
* Reliable computer
* Quiet and professional workspace
* Strong attention to detail
* Excellent organization and time management
* Ability to meet deadlines
* Comfortable working independently
* Willingness to learn
* Professional and dependable

Previous U.S. real estate experience is highly preferred but not necessarily required for an exceptional candidate who learns quickly and has the right skills and personality.

How to Apply

Please start your application with:

ALOHA CHAD

Applications that don’t include this will not be considered. I want to know that you read the entire job description.

Please include:

1. A brief introduction about yourself.
2. Why this particular position interests you.
3. Your experience supporting U.S. real estate professionals, if any.
4. Your experience with transaction coordination and real estate paperwork.
5. Your experience with Follow Up Boss or other CRMs.
6. The software and AI tools you know.
7. Your experience with social media, Canva, photo/video editing, SEO, or digital marketing.
8. Your desired starting hourly rate.
9. Your available hours per week.
10. Your preferred working schedule.
11. Whether you would eventually want to move into a 40-hour/week position.
12. Your DISC assessment results, if you have them.

Please also include a 1–2 minute video introduction.

Tell me:

* Who you are
* Your relevant experience
* What you’re particularly good at
* Why you think you would be a good long-term fit for this position

Finally, answer this scenario:

You start your workday and discover that I have 8 leads needing follow-up, a transaction deadline tomorrow, 15 unread client emails, a social media post scheduled for today that isn’t finished, and 500 CRM contacts that need cleanup. How would you prioritize these tasks and why?

There isn’t necessarily one perfect answer. I’m interested in understanding how you think, prioritize, communicate, and solve problems.

Long-Term Opportunity

I am looking for more than someone who completes tasks.

I’m looking for someone who wants to learn my business, understand how I work, help build better systems, and gradually take ownership of important parts of the operation.

We may start at 20 hours per week, but my goal is to find someone who can eventually become a full-time, trusted member of my business for years to come.

If you’re organized, proactive, dependable, enjoy getting things completed, and want an opportunity where your responsibilities and compensation can grow with the business, I would like to hear from you.