Job Description

Commercial Real Estate Executive Assistant - Freelance, Remote

Department: Support & Leadership

Employment Type: Part Time

Location: Global+

Reporting To: Client via Magic

Compensation: $6.00 / hour

About the ClientA US-based client is growing its pipeline and operations. They engage independent contractors and prioritize clean data, consistent follow-through, and reliable administration. They value dependable, process-minded partners who can integrate smoothly and help the founder stay focused on high-impact work.

Why does this role exist?
The team needs a part-time executive assistant with commercial real estate experience to take ownership of recurring administrative work, manage scheduling and communications, and maintain a clean CRM/database. This role will streamline core processes, support day-to-day operations, and ensure information flows from spreadsheets into RealNex (or similar) accurately. The mission is to create reliability and structure so the principal can offload tasks with confidence and scale efficiently.

The Impact you’ll make

Calendar, inbox, and communications management

• Manage the principal’s calendar, coordinate meetings across time zones, and confirm appointments.
• Monitor and triage email; draft responses; follow up on open items.
• Handle inbound/outbound calls professionally; conduct client outreach as requested.

Commercial real estate database and CRM ownership

• Clean, update, and maintain contact/lead records in RealNex (or similar CRE CRM).
• Import/export data between Excel/Google Sheets and the CRM; deduplicate and normalize data.
• Track people entering/leaving the database; uphold data hygiene standards and SOPs.

Administrative operations and task execution

• Prepare meeting notes, track action items, and manage recurring tasks.
• Coordinate travel (flights, hotels, ground), purchases, and basic bill payments per SOPs.
• Conduct light research to support transactions, outreach, and vendor coordination.

Process building and reliability

• Document workflows/SOPs for scheduling, communications, and data management.
• Identify gaps, propose improvements, and proactively prevent dropped balls.

Skills, Knowledge and Expertise

Required:

• Minimum 1 year as an EA or ops/admin professional in commercial real estate.
• Hands-on database management experience with a CRE CRM (RealNex preferred or similar).
• Proficiency with Excel/Google Sheets (importing, cleaning, basic formulas) and Google Workspace.
• Strong phone and email communication skills; professional client-facing demeanor.
• Able to work M–F, 8:00 a.m.–12:00 p.m. Eastern Time, 20 hours/week.
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

Your Superpowers:

• Technical: RealNex (or similar CRE CRM), Excel/Google Sheets, Google Workspace (Gmail/Calendar), data imports/exports, data hygiene.
• Communication: clear written and verbal English, professional phone presence, concise follow-ups.
• Operational: highly organized, dependable, detail-obsessed, process/SOP-oriented, proactive.
• Collaboration: comfortable supporting a CEO/Founder/C-suite; calm under shifting priorities; trainable and resourceful.

You should apply if…

• You thrive on keeping leaders organized and love turning messy data into clean, reliable systems.
• You’re proactive, dependable, and comfortable building SOPs to make handoffs smooth.
• You’re experienced in commercial real estate admin and ready to own the CRM/database function.
• You prefer part-time hours to start and are open to ramping as the partnership proves out.

What to expect...

Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 20 hours per week
• Monday–Friday, 8:00am–12:00pm Eastern Time

Compensation:

• $6 per hour
• No benefits package included

Benefits