Real Estate Executive Assistant

Executive Assistant to CEO 

Bright Side Homes

Location: Austin, TX (Remote with weekly in-person meetings/trainings) 

In person commute to 78746 2-3 times a week 

This position is for a proactive, DOER with a positive mindset, who wants to be a critical part of a growing team. We show up daily and work to create results. If that doesn’t resonate with you, this will not be a good fit. This is a great opportunity for someone who can manage their own schedule efficiently and thrives at getting things done - big and small. 

At least one year of experience in one of the following fields is required: administrative support, real estate, bookkeeping, transaction management, project management, or customer service. 

Company Overview:

Bright Side Homes is a Real Estate Investment Company that has recently expanded to Austin, TX from Bloomington, IN. We are a small, woman-owned business focused on helping homeowners find simple solutions for selling their properties. We are seeking a driven and adaptable Executive Assistant to support our CEO/owner as we grow into this new market. 

Role Overview:

This is a remote position that will require in-person training during the onboarding process and 1-2 in-person meetings per week thereafter. Location will be a commute to 78746. 

You will play a critical role in managing both personal and professional tasks for the CEO. The ideal candidate is highly flexible, resourceful, and motivated to get things done with minimal supervision. Confidentiality, discretion, and dynamic problem-solving abilities are key in this role.

This is a great opportunity for a proactive individual who thrives in a fast-paced environment, can manage multiple tasks, and is comfortable working remotely while attending weekly in-person meetings. The working schedule offers flexibility to those who prove they are high performers and can get things done. If you're adaptable, detail-oriented, and driven. We believe in constant small growth that compounds, in doing big things, with less.

Hours: Part-Time: 20–25 hours a week //

Monday–Friday, 9:30 AM - 2:30 PM

Responsive to emails/calls/texts, outside "standard office hours" and on weekends. 

Flexible working hours and ability to commute to different job sites as dictated by the needs of the projects and meetings

Starting Compensation: $20 an hour; PTO and other PT benefits offered after 90 days. 

• Administrative support: Provide administrative support to the CEO with daily tasks. Shop and run errands, if needed. 
• Email & Calendar Management: Act as gatekeeper for CEO and COO and schedules their time
• manage inboxes and oversee personal and professional schedules. Ensure tasks are executed, deadlines are met, and goals are on track. 
• Bookkeeping & Financial Support:
• Handle credit card payments, track cash flow, manage receipts and mileage, and process vendor payments (Accounts Payable). Assist with return processing.
• Private Lender and Mortgage Management:
• Collect and manage payoff statements and work with private lenders.
• Human Resources:
• Administer HR processes, coordinate new hire initial screening and interviews, and facilitate payroll.
• Office Management: Manage mail, subscription accounts, insurance, office supplies
• Standard Operating Procedures (SOPs):
• Organize and streamline business processes, migrating documentation to Notion.
• Customer Service:
• Respond to client reviews, send thank-you cards, and manage client gifting post-closing.
• Transaction Coordination (TC):
• Start transaction processes by sending Earnest Money Deposits (EMD), scheduling inspections, managing contractors, initiating loan processes, Willing to learn and understand all legal docs including but not limited to leases, loans, evictions, and operating agreements
• Retail Real Estate:
• Screen emails, coordinate meetings, prepare documents, ensure timelines are met, and all post-closing files are properly recorded.
• CRM Management:
• Manage users, phone numbers, and campaigns through the CRM platform.
• Marketing Coordination:
• Collaborate with the marketing team to ensure RTS (Return to Seller) entries are made and marketing campaigns are on track.
• Contractor Management:
• Vet contractors and manage relationships to ensure projects run smoothly
• Property Management:
• Communicate with tenants and oversee basic property management tasks including: spreadsheets and track all utilities to ensure bills are being paid, ensure all rentals are rented, marketed appropriately, and leased, Manage contractors and tenant requests in a timely manner
• Travel, Appointments, and Event Booking:
• Arrange travel, appointments, and event bookings for the CEO as needed.
• Website & Social Media Management:
• Update the company website, create blog or location pages, post on social media, and create marketing materials as needed.
• Follow and adhere to Company policies, procedures, and guidelines
• Willing to learn the industry and help us maintain and grow our marketplace position 
• Attend business meetings and trainings as required
• Perform other administrative tasks and special projects as assigned

Position Requirements and Skills:

• Professional in attitude and appearance
• Possess the ability to connect with a variety of personalities
• Lives out Company values
• Extremely strong phone and email skills – high energy and passion for serving others
• Ability to use or quickly learn real estate specific CRM and other business software
• Be a team player who thrives working with a tight-knit company where their activities directly affect the bottom line
• Someone who thinks and acts like an entrepreneur and takes an ownership mentality in all that is done in this position
• Must be detail oriented and helpful
• Ability to perform accurate data entry within specified time frames
• Ability to perform intermediate tasks in the Google Docs/Suite and/or MS Office Suite (Word, Excel, PowerPoint)
• Outstanding written, grammar, & verbal communication skills with ability to interact with all levels of an organization
• Must possess excellent organization, problem-solving, and planning skills
• Excellent time management skills and ability to adhere to schedules/deadlines
• Must be dependable and safety oriented
• Self-motivated and results driven with proven ability to succeed – wants to grow both professionally and personally 
• Ability to work some nights and weekends as needed 
• Enthusiastic about the best possible customer service for clients and customers
• A roll up your sleeves, and all hands-on deck mentality to cross-functional tasks and assignments
• Strong relationship management and the ability to drive multiple tasks to completion successfully
• Resourceful team player and a positive “can-do” attitude 
• Ability to work in a fast-paced environment 
• Negative pre-employment drug screen and ability to pass criminal background check
• Good attendance record and limited travel as required

• High School Diploma required, and/or Associate’s degree preferred
• 2 – 4 years related office assistant experience required
• Experience working in real estate industry preferred  
• Working knowledge of social media and content marketing required
• Strong working knowledge of Google Docs/Suite and MS Office including Word, Excel, Outlook, and PowerPoint required

NOTE:  This job description is not intended to be all-inclusive.  The employee may perform other related duties as required to meet the ongoing needs of the organization.  This job description in no way states that these are the only duties to be performed by the employee occupying this position.  Employees will be required to follow any other job-related instructions and to perform other job-related duties as requested by their supervisor or manager in compliance with Federal and State Laws.  All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities.  Requirements are representative of minimum levels of knowledge, skill and/or abilities.  To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.  Continued employment remains on an “at-will” basis.