Executive Administrator, Boutique Real Estate Team (Remote Position)
Executive Administrator, Remote | $77K+ | Boutique Real Estate Team About the Opportunity:
- Top 5% real estate team in South Florida (40 homes/year, 14 years established) seeking an exceptional Executive Administrator to build operational excellence while we focus on quality over quantity.
- This is a
build-with-us role for someone who thrives on transforming good systems into great ones. You'll own operations, systematize workflows, and create the infrastructure that lets us serve clients at the highest level without working 70-hour weeks. Compensation & Benefits:
- $70,000.00 Base Salary
(W2)
- $583/month Benefits Stipend
($7,000/year)
- Performance-Based Annual Bonus
- Monday - Friday 830AM to 530PM
(+ Some late nights, especially first 6 months)
- Remote Position
(U.S. based, reliable high-speed internet required)
- Growth Potential
into higher-level operational or partnership roles Core Responsibilities:
- Transaction Coordination:
Manage all aspects of 35-40 transactions/year from contract to close
- Systems Building
: Document, refine, and automate our workflows (currently Google Suite, Trello, Jotform, Asana)
- Client Communication
: Daily touch-points, negotiation support, problem-solving
- Vendor Management
: Coordinate inspectors, contractors, lenders, title companies
- Quality Control
: Ensure zero-error contracts and documentation
- Project Management
: Keep 30-40 simultaneous moving parts organized and on-deadline What Success Looks Like : First 30 Days:
- Shadow current processes, learn our transaction flow
- Identify top 3 system gaps
- Take ownership of 2-3 active transactions
First 60 Days:
- Independently manage all transactions with 95%+ accuracy
- Document 3 core processes for repeatability
- Reduce my involvement in administrative details by 70%
First 6 Months:
- Business runs smoothly during my week-long vacation
- Client satisfaction scores consistently 9+/10
- 2-3 implemented automations saving many hours per week
What Makes This Role Complex (And Rewarding):
- Multiple simultaneous transactions with competing deadlines
- Client situations ranging from routine to emotionally charged (divorce, death, financial stress)
- Unexpected issues requiring creative problem-solving (title defects, inspection surprises, lost keys, juggling resources)
- Coordinating multiple parties (buyers, sellers, agents, lenders, attorneys) with different communication styles
What's Required:
- Exceptional attention to detail (six / seven figure contracts demand precision)
- Calm under pressure (you're the steady force when things get messy)
- Proactive communication (anticipate problems before they escalate)
- Systems thinking (see patterns, build processes)
- Fast Computer, Fast Internet
- Must be willing to use personal phone for work with various applications (later on can can get a business phone if desired)
What Makes It Worth It:
- Direct impact on families during major life transitions
- Variety (no two transactions are identical)
- Autonomy (you own the operation)
- Financial upside as business grows
You're the right fit if you:
- Have 3+ years in operations, project management, or transaction coordination
- Pride yourself on 98%+ accuracy and systematic execution
- Enjoy complex problem-solving + people work
- Want to build something, not just maintain it
- Communicate proactively and professionally
You're NOT the right fit if you:
- Prefer routine, repetitive tasks with zero variation
- Need extensive direction and hand-holding
- View this as "just a job" vs. building something meaningful
- Struggle with prioritization when multiple urgent items compete
Our Commitment to You : Work-life balance matters:
- Once systems are dialed in (6-12 months), this role should be sustainable long-term. We're not scaling to 100 homes/year. We're optimizing to do 40 homes exceptionally well with reasonable hours.
Technology matters:
- You'll have budget for tools that create leverage (AI, automation, integrations). We're selective, not react