Administrative Assistant – Real Estate (Global)

About the role

We are looking for an Executive Administrative and Operations Coordinator to support our real‑estate team across multiple time zones. The role will handle inbox management, scheduling, client communications, MLS listings, and transaction coordination, ensuring smooth day‑to‑day operations.

Key responsibilities

• Monitor and triage multiple inboxes, responding to client inquiries promptly.
• Upload, update, and manage MLS listings following standard operating procedures.
• Coordinate calendars, schedule meetings, arrange travel, and set agendas.
• Prepare, edit, and format correspondence, presentations, reports, lease agreements, and written offers.
• Take meeting minutes, track action items, and follow up with stakeholders.
• Handle ad‑hoc tasks such as payment processing, invoice management, and file organization.
• Serve as a liaison between employees, clients, and external partners.

Required profile

• Minimum 3 years of administrative experience, preferably in real estate.
• Strong verbal and written English communication skills at a C‑level.
• Excellent organizational, planning, and time‑management abilities.
• Proven ability to work in a fast‑paced environment handling time‑sensitive tasks.
• Availability to work full‑time on Eastern Standard Time.

Required skills

• Experience with MLS platforms.
• Familiarity with Dotloop or similar transaction‑management tools.
• Proficiency in Slack for internal communication.
• Proficiency in Zoom for virtual meetings.