Executive Assistant

1. Lead & CRM Management

## Primary manager of the Virtual Assistant of all lead flow, accuracy, and pipeline movement and Auditing Acquisition Manager AM.

## Ensure accurate data entry and high-priority tagging Pre-foreclosure (Priority 1/2/3, HUD, PF >$200k **** Redemptions all leads >150K equity pushed Via managing and auditing google sheets pre-foreclosure and redemption sheets.

## Audit pushed leads into the CRM pipeline and that they have been assigned appropriate marketing campaign drips.

## Manage round-robin lead assignment rules and ensure leads get placed onto the correct drips, tasks, and follow-up sequences.

## Audits: Assure AM completes all assigned tasks daily; follow up on missed tasks.

## Work with Support to resolve problems With CRM and obtain answer to questions

Increase integration of technologies inside and outside CRM
* Cold calling
* Texting
* AI on CRM


2. Staff Oversight & Operations

## Staff day-to-day, track productivity, and review task completion.

## Coordinate virtual tea ---------- etings, prepare agendas, and follow up on action items.

## Post job ads, screen candidates, and assist with onboarding and training.

3. Marketing, Content, & Web Management

## Manage business websites (seller, buyer, landing pages).

## Create additional landing pages and marketing funnels when needed.

## Oversee social media.

**Create branded content
**Schedule posts
** Respond to comments and DMs

## Create marketing-aligned training materials for acquisition, dispositions, and operations.

4. Research & Transaction Coordination

## Conduct research on properties, neighborhoods, market data, and competition.

##Coordinate all aspects of transaction paperwork and deadlines.

## Communicate with HOAs on held properties to establish new ownership and maintain compliance.

## Work with title companies regarding payoff statements, closing documents, and transaction steps.

5. Finance & Accounting Administration

(High-trust, accuracy-critical role — major fraud-prevention responsibilities)
## Manage wire instructions; verify all details via mandatory phone call with Bernie for fraud prevention before any transfer.

## Handle mortgage documents, track due dates, and assist with county filings/recordings.

## Track mortgage payoffs, inbound wires, and all money movement across accounts.

**Handle bookkeeping for:
^^QuickBooks: RHB, Renova, NH. Three companies

## Complete routine bill pay and bank reconciliation.

## Update and maintain financial spreadsheets, cash flow trackers, and reporting tools.

6. Executive Support

## Manage executive email and calendar at a proactive level.

## Keep owner informed of deadlines, opportunities, and high-priority tasks.

## Prepare summaries, reports, and weekly operational snapshots.

## Handle inbox triage, schedule management, follow-ups, and confirmations.


7. Technical & System Support
Work with CRM support teams when issues arise.

## Troubleshoot system problems and identify opportunities for automation.

## Help maintain SOP documents and operational manuals.

## Upload, organize, and maintain clean digital file structures.


REQUIREMENTS:

1. Minimum 5 years experience supporting an executive or running operations in: Real estate, Investment firms, Finance, High-volume sales organizations

Direct experience managing CRMs (REsimpli, Podio, Salesforce, HubSpot, or similar).

Hands-on experience with: Lead management, Drip campaigns, Automations, Pipeline auditing

Proven experience handling financial documents, wire verification, bank reconciliations, and bookkeeping.

2. Technical Skill Requirements
Must Have Advanced proficiency in: Google Sheets (VLOOKUP, QUERY, pivot tables, conditional logic), CRM workflow automation, QuickBooks (or equivalent), Digital marketing tools (social media schedulers, landing page builders)

Can build and edit: Landing pages, Basic funnels, Website content

Able to write clear SOPs and process documentation.

3. Cognitive, Organizational & Workstyle Requirements
Must Have

Extreme attention to detail — zero tolerance for sloppy data entry or missed steps. Ability to manage multiple systems, deadlines, and priorities without dropping balls. Proven track record of running a team (virtually or in-office).
Ability to audit, correct, and enforce operational compliance. Ability to work independently with self-directed problem-solving.

4. Communication & Writing Requirements
Must Have Professional-level written English. Ability to draft: Executive summaries, Reports,
Marketing content, Email follow-ups

Training material

Comfortable communicating with HOAs, title companies, lenders, and attorneys.

5. Integrity, Security, & Trust Requirements
Must Have Flawless background check — no exceptions. Must be trustworthy handling: Wire instructions, Financial documents, Login access, Mortgage data, High-value transactions Willing to follow strict anti-fraud protocols (e.g., verbal verification with Bernie before any wire transfer).

6. Schedule & Availability Requirements
Must Have Full-time availability during U.S. Central Time (Minnesota hours).
Ability to respond quickly to: High-priority leads, Calendar changes, Executive requests, Available for emergency communications when deadlines or closings require it.

7. Personality & Work Behavior Requirements (Culture Fit)
Must Have

High urgency and proactive action. Highly organized and systems-driven. Comfortable enforcing accountability with other staff. Can anticipate needs before being asked. Calm under pressure and able to handle chaos professionally.


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