Senior Executive Assistant - 21025

Role: Senior Executive Assistant
Priority Location: Latin America, South Africa
Working Hours: Monday-Friday, 40hrs/week, 9am-5pm US Pacific Time
Target Start Date: ASAP (Urgent Hiring)

The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience. 

About the Client/Company:

A highly successful real estate agent and real estate investor, who is building a high-growth real estate business and preparing for a significant expansion over the next 12–18 months.

He is looking for someone who can become an extension of him—someone who learns how he thinks, understands how he likes to operate, keeps track of the details he doesn't have time to manage, and gradually takes ownership of the back-office operation.

About the Role:

This is not a traditional administrative role—it is a mission-critical opportunity for a high-autonomy operator and "second brain" to partner directly with an entrepreneurial real estate leader. As the founder’s true right hand, you will act as a proactive force in a fast-moving, high-growth business, transforming raw client context into operational leverage. We need a partner who thrives on initiative, someone who can walk into an evolving environment, identify what’s missing, and build the structure required for a $50M+ expansion.

We are seeking an experienced, highly organized, proactive Executive Assistant / Head of Operations to become the right hand and help build the operational foundation of his growing real estate business.

Initially, the role will focus heavily on executive assistance, client coordination, real estate administration, follow-up, documentation, scheduling, and back-office execution.

As the candidate demonstrates strong judgment and ownership, the role will expand into operations management, process development, team coordination, and eventually operational leadership.

The successful candidate should be excited by the opportunity to start close to the day-to-day business and gradually take ownership of increasingly important areas of the organization.

Key Responsibilities:

Executive & Personal Leverage

• Act as a true extension of the client and provide high-level operational and administrative support.
• Help manage the many details surrounding the client’s client relationships and real estate activity.
• Keep track of conversations, commitments, follow-ups, and outstanding items.
• Prepare for upcoming client conversations by reviewing prior notes, conversations, and relevant context.
• Proactively surface important information may have been forgotten or overlooked.
• Maintain organized records of client activity and next steps.
• Help reduce the amount of administrative work personally handled.
• Anticipate what will be needed before he has to ask for it.
• Become increasingly familiar with the client’s preferences, communication style, and operating rhythm.

Real Estate & Client Coordination

• Package and distribute property opportunities to relevant clients and investors.
• Identify other clients who may be interested in a property.
• Communicate with clients to gauge interest and determine next steps.
• Coordinate and schedule property showings.
• Manage scheduling logistics between clients and relevant parties.
• Prepare and send paperwork for signatures.
• Track outstanding documents and follow up as necessary.
• Assist with administrative aspects of compliance and transaction processes.
• Ensure client requests and follow-ups move forward efficiently.
• Maintain accurate records throughout the client and transaction lifecycle.

Business Operations

• Take ownership of recurring back-office workflows.
• Identify inefficiencies and opportunities to improve the way the business operates.
• Build and maintain SOPs for recurring processes.
• Create systems for tracking clients, opportunities, follow-ups, documents, and deadlines.
• Turn existing knowledge and way of working into repeatable processes.
• Identify tasks that can be delegated, automated, or systematized.
• Bring structure to areas of the business that are currently managed informally.
• Take projects from concept through completion without requiring constant supervision.

Building the Future Team

As the business grows, responsibilities may expand to include:

• Helping onboard additional EAs and back-office professionals.
• Training new team members.
• Documenting processes for future employees.
• Delegating recurring responsibilities.
• Coordinating the back-office team.
• Monitoring whether processes are being followed.
• Acting as an operational bridge between the client and the broader team.
• Helping future real estate professionals understand the client’s systems and expectations.
• Taking increasing ownership of the company's day-to-day operations.

Qualifications:

• Seasoned Operational Partner: We are seeking a professional with a minimum of 5 years of experience, an individual who is a high-level operator first and an executive assistant second. This role is not for a traditional administrator awaiting a task list, but for someone who executes with extreme autonomy.
• Industry Expertise: A background in real estate is highly advantageous. We prioritize candidates with especially strong real estate experience, U.S./Canadian exposure, or demonstrated operations leadership. You possess a deep understanding of the transaction lifecycle and have previously supported high-volume agents, investors, or brokerage operations.
• Proactive: You don't wait to be told about every problem. You identify what needs to happen and take ownership of making it happen.
• Extremely Organized: You can manage numerous conversations, properties, appointments, documents, follow-ups, and deadlines simultaneously without losing track of important details.
• A Strong Critical Thinker: You can operate when instructions are incomplete. You know how to ask the right question, make a reasonable judgment, and keep moving.
• Direct & Clear: You should be comfortable communicating clearly without excessive corporate language or unnecessary back-and-forth.
• Highly Accountable: If you own something, it gets done. You don't need to be constantly reminded about outstanding tasks.
• Comfortable With Ambiguity: This is an entrepreneurial environment rather than a highly structured corporate organization. Processes will evolve, and you will be expected to help create structure rather than simply follow it.
• Excellent at Written & Spoken English: Strong English communication is essential. While the position will initially be primarily back-office focused, there is potential for the role to become increasingly client-facing as trust and responsibility develop.
• Growth-Oriented: You should be genuinely interested in growing with the business and taking on progressively more responsibility.