Real Estate Virtual Assistant for Remote - Hybrid Set-up

Real Estate Executive Assistant YOUR ROLE AS A REAL ESTATE EXECUTIVE ASSISTANT We are seeking a highly experienced and detail-oriented Real Estate Virtual Assistant with comprehensive knowledge of the US real estate market. In this role, you will be an integral part of our real estate operations — managing complex transactions, overseeing escrow processes, and serving as a reliable point of coordination between all parties involved in a deal. You thrive in a fast-paced environment, are proactive in managing timelines, and take pride in delivering seamless real estate experiences from contract to close. As a Real Estate Executive Assistant, you will be expected to perform the following: • Transaction Management • Oversee end-to-end real estate transactions, ensuring all parties — buyers, sellers, agents, lenders, and title companies — are aligned and moving on schedule • Monitor and manage transaction timelines, contingency deadlines, and closing dates with precision • Prepare, review, and organize real estate contracts, purchase agreements, disclosures, and addenda • Maintain accurate and up-to-date records in transaction management platforms such as Dotloop, Skyslope, or similar tools • Flag potential issues early and proactively coordinate resolutions to keep deals on track • Escrow & Closing Coordination • Coordinate directly with escrow officers and title companies to facilitate smooth and timely closings • Prepare and track escrow instructions, earnest money deposits, closing disclosures, and settlement statements • Ensure all required documentation is submitted accurately and within deadlines • Follow up on outstanding items, signatures, and approvals throughout the escrow process • Assist in post-closing tasks including file archiving and final documentation distribution • Listings & Market Research • Create, manage, and update MLS listings with accurate property details, photos, and descriptions • Conduct comparative market analysis (CMA) and provide relevant insights on US real estate market trends • Research property data, neighborhood statistics, and competitive listings to support agents and brokers • Monitor market activity and flag relevant changes that may impact ongoing or upcoming transactions • Client & Stakeholder Communication • Serve as a professional point of contact for clients, agents, lenders, and other stakeholders throughout the transaction • Draft and send regular transaction updates, follow-up emails, and status reports • Schedule appointments, property showings, inspections, and walkthroughs • Manage and maintain CRM platforms to ensure all contacts, notes, and communications are current • Administrative Support • Provide day-to-day administrative support to real estate agents or brokerages • Organize and maintain digital filing systems for all transaction and client documents • Assist with social media content, email campaigns, or marketing materials as needed • Track agent productivity, deal pipelines, and reporting dashboards