Job Opportunities API

This is a remote position but we are seeking employees based in Florida, Georgia, Maine, Ohio, and Texas. Check Off Your List (COYL) is hiring a   remote part-time Executive Assistant   to support our exponential growth. COYL provides highly trained, remote professionals in bookkeeping, executive assistance, human resources, marketing, web design, and IT Support on a pay-what-you-need model so our clients can focus on what matters most – their business. We work remotely, but we stay connected through Zoom meetings and Teams. Enjoy the best of both worlds - work from home without the isolation! This is a remote position ( seeking employees based in Florida, Georgia, Maine, Ohio, Texas ) reporting to the Manager of the executive assistant team. This role will start at  20+  hours a week   and can quickly grow from there. Objectives of the Role: • Assist clients as directed • Maintain client relations and refine internal processes that support COYL and clients • Manage communication between various clients’ upper management and employees, liaising with internal and external executives on projects and tasks • Plan and orchestrate work to ensure the client’s priorities are met, organizational goals are achieved, and best practices are upheld Daily and Monthly Responsibilities (dependent on client needs): • For real estate/ business broker clients • Contract-to-Close Management:  Supervise administrative aspects of home buyer and seller transactions from executed purchase agreement to closing. • Documentation & Compliance:  Review contracts, disclosures, and addendums for accuracy and submit to the broker for file compliance. • Liaison Communication:  Act as the primary contact between agents, clients, lender, title officer, and inspectors to ensure a smooth, timely closing process. • Deadline Tracking:  Monitor and track all contingency deadlines, including inspection periods, loan approval dates, and appraisal contingencies. • Escrow & Title Support:  Open escrow, manage earnest money deposits, and ensure all escrow documents are complete. • System Maintenance:  Input client information into CRM and transaction management software (e.g., DocuSign, SkySlope, Dotloop) • Other tasks as needed • For all clients • Manage the professional and personal needs for various clients • Track detailed records in timekeeping system • Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to our virtual clients’ senior executives • Manage, coordinate, and arrange our virtual client’s travel and travel-related activities, including hotel booking, transportation, and meals • Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database • Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with various clients and our company • Organize client communications • Answer phones for clients and relay messages • Plan client events • Respond to all requests within a maximum of 4 business hours • Navigate priorities while multi-tasking • All other tasks as needed Skills and Qualifications • 4 years of experience in an administrative role reporting directly to senior management • Experience in real estate support • Experience supporting brokers • Superb written and verbal communication skills • Strong time-management skills and the ability to organize and coordinate multiple projects • Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems • Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge • Ability to keep various companies’ confidences • Promptness and a motivated self-starter • Confident and professional phone presence • Available to help with urgent requests Preferred Qualifications • Experience developing internal processes and filing systems • Associates or above degree in administration; or equivalent experience • Knowledge of CRM such as Active Campaign, Zoho, pipedrive, etc. Schedule: • Monday to Friday • Part-time with the potential to grow to full-time