JOB TITLE
Executive Operations Assistant
JOB ID
JOSMIC1
INDUSTRY
Education (Real Estate)
LOCATION
LATAM / PH
JOB STATUS
Part Time (20 to 25 hours per week)
WORK SCHEDULE
9:00AM to 1:00PM EDT (flexible)
SALARY
$7 to $8
TARGET START DATE
ASAP
ROLE OVERVIEW
About the Client:
The client is a state-certified real estate school in New York, specializing in licensing individuals to become real estate agents or brokers. We have pioneered an innovative program that allows high school 12th graders to graduate as licensed real estate agents and are now expanding to launch private classes for the public at our new Brooklyn location. Our CEO needs to step out of the daily administrative weeds to focus on high-level strategic partnerships (schools) and business growth.
About the Role:
We are seeking a highly competent, critically-thinking Virtual Executive Operations Assistant to serve as a long-term partner in scaling our growing real estate education business. This role is not for a basic task-taker; we need a self-starter who can take ownership of systems and administrative functions to provide the CEO with the brain space to drive the business forward.
The ideal candidate will thrive in an environment that requires establishing order, building reliable systems, and providing strong accountability.
Key Responsibilities
1. Operational & System Implementation
- System Setup & Management: Take ownership of new and existing business tools (CRM, productivity suites, etc.) to ensure they are fully implemented, optimized, and utilized effectively.
- Organizational Overhaul: Systematically organize and manage all business assets, including files, emails, and student records, to establish a functional, easily accessible database.
- Specific Task:Rename files and folders consistently.
- Specific Task:Keep internal SOPs and logs organized.
- SOP Development: Over time, document and generate Standard Operating Procedures (SOPs) for recurring tasks to create robust, repeatable business processes.
- Specific Task:Format policies and procedures handouts.
- Accountability & Reporting: Provide regular reporting and structured daily check-ins on progress, maintaining strong accountability for task completion and deadlines.
- Specific Task:Download and format Constant Contact reports.
- Specific Task:Report and log daily and weekly instructor hours worked.
2. Administrative & Student Management
- Manage email inboxes, schedule appointments, and coordinate internal and external communications.
- Handle various administrative tasks that consume the CEO's time, allowing him to focus on revenue-generating activities.
- Specific Task:Manage email inboxes and review the inbox weekly to sort and archive or unsubscribe where appropriate.
- Specific Task:Post recurring Zoom/Google Meet links.
- Specific Task:Send reminders to potential partners and instructors.
- Specific Task:Log attendance (as recorded by instructors) into the master sheet.
- Student Administration:
- Specific Task:Copy and paste students names into Course Completion Certificates.
- Specific Task:Send Course Completion Certificates to students who pass.
- Specific Task:Create and update course rosters.
- Specific Task:Send out post-course surveys and review requests.
3. Scheduling & Communication
- Manage email inboxes, schedule appointments, and coordinate internal and external communications.
- Specific Task:Send calendar invites for coaching or partnership calls/meetings.
- Specific Task:Remind me about upcoming interviews and deadlines.
- Specific Task:Prepare bios, intros, or meeting summaries as needed.
4. Technology & Digital Support
- Assist with content development for the website and other platforms (working with existing content providers) as well as social media support.
- Utilize and stay current with the latest AI tools to drive efficiency within the business.
5. Marketing & Outreach
- Manage Social Media:
- Specific Task:Schedule all social media content (each post should include a CTA and link).
- Outreach & CRM:
- Specific Task:Enter new contacts into Constant Contact.
- Specific Task:Send 510 daily outreach messages using our custom templates.
- Specific Task:Send customized outreach messages.
Qualifications & Skills
- Proven Experience: Prior experience as a Virtual Assistant, Executive Assistant, or in a similar remote administrative role, ideally for a small business or education provider.
- Critical Thinking & Initiative: Must be a self-starter who can solve problems independently, implement systems without constant micromanagement, and demonstrate ownership over tasks. The CEO needs someone they can really rely on.
- Accountability: A strong commitment to deadlines, clear reporting, and a proactive approach to communicating progress and potential roadblocks.
- Organizational Skills: Exceptional ability to create, maintain, and enforce organized systems for files, communications, and data.
- Technology Savvy: Familiarity with modern business tools (CRM, email marketing, productivity suites) and a willingness to learn new systems quickly.
