Part-Time Executive Assistant

About the Role

Check Off Your List (COYL) is looking for a remote Executive Assistant to support both client work and the company’s ongoing growth. The role begins at $22 per hour and starts at 20+ hours per week, with the potential to expand quickly.

This position is fully remote, but applicants must be based in Florida, Georgia, Maine, Ohio, or Texas. The team works online while staying connected through Zoom and Teams, offering the flexibility of home-based work without the downside of working alone.

COYL is a provider of highly trained remote professionals across bookkeeping, executive assistance, human resources, marketing, web design, and IT support. The company operates on a pay-what-you-need model so clients can stay focused on what matters most in their business.

Role Objectives

• Support clients according to direction and business priorities.
• Help strengthen client relationships and improve internal processes that serve COYL and its clients.
• Coordinate communication between client leadership, employees, and internal/external stakeholders on projects and tasks.
• Organize and prioritize work so client goals are met and best practices are maintained.

Core Responsibilities

• Support real estate and business broker clients with transaction coordination from signed agreement through closing.
• Check contracts, disclosures, and addenda for accuracy and route them to the broker for file compliance.
• Serve as a key point of contact between agents, clients, lenders, title officers, and inspectors to keep closings moving smoothly.
• Monitor deadlines such as inspections, loan approvals, and appraisal milestones.
• Open escrow files, handle earnest money deposits, and confirm that escrow documentation is complete.
• Enter client details into CRM and transaction tools such as DocuSign, SkySlope, and Dotloop.
• Take on additional tasks as business needs require.
• Support a variety of clients with both professional and personal administrative needs.
• Log detailed information in the timekeeping system.
• Manage complex calendars, scheduling, and the flow of information to senior executives for virtual clients.
• Arrange travel, including hotels, transportation, and meals.
• Provide administrative support such as typing, dictation, spreadsheet creation, faxing, filing, and contact database upkeep.
• Protect confidential information and use sound judgment when dealing with clients and company matters.
• Organize client communications and relay phone messages.
• Help plan client events.
• Respond to requests within 4 business hours at the latest.
• Handle shifting priorities while multitasking effectively.
• Complete other duties as needed.

Requirements

• At least 4 years of experience in an administrative position reporting directly to senior management.
• Background supporting real estate clients.
• Experience assisting brokers.
• Excellent written and verbal communication abilities.
• Strong time management with the ability to coordinate multiple projects.
• Comfort using Microsoft Office and other productivity tools, with the ability to learn new systems quickly.
• Flexible, adaptable, and willing to take on challenges to get the work done.
• Ability to maintain strict confidentiality across multiple businesses.
• Punctual, proactive, and self-driven.
• Confident and professional telephone manner.
• Availability to handle urgent requests.

Preferred Qualifications

• Experience creating internal processes and filing systems.
• Associate degree or higher in administration, or equivalent experience.
• Familiarity with CRM platforms such as ActiveCampaign, Zoho, or Pipedrive.

Schedule

The workweek is Monday through Friday. This begins as a part-time role and may grow into a full-time position.