[Hiring] Executive Assistant @Vitalis Outsourcing LLC

Role Description

We are looking for a reliable, organized, and proactive Executive Partner to support two real estate professionals across their businesses. The role focuses on administrative support, CRM management, email and calendar management, scheduling, and task follow-up. The ideal candidate can understand the context and intent behind a request, take the appropriate next step, and follow through without needing constant step-by-step instructions.

Key Responsibilities

• Administrative & Executive Support
  • Manage emails, calendars, and appointments
  • Schedule meetings and calls
  • Coordinate with clients, agents, and business partners
  • Track and follow up on action items
  • Organize information and administrative tasks
  • Provide general operational support to the executives
• Email & Communication
  • Monitor and organize incoming emails
  • Identify urgent or important requests
  • Draft responses when needed
  • Track pending requests and follow-ups
  • Ensure important tasks from emails are completed
  • Communicate through email, Google Chat, and text
• CRM Management
  • Update and organize contact information
  • Maintain accurate CRM records
  • Support client and agent communications
  • Assist with basic CRM workflows
  • Primary CRM: Bold Trail – experience is strongly preferred.
  • Secondary CRM: GoHighLevel – used primarily for agent-facing activities.
  • Candidates without Bold Trail experience may still be considered if they have strong CRM experience and can learn new platforms quickly.
• Scheduling & Calendar Management
  • Schedule and reschedule meetings
  • Coordinate availability
  • Send calendar invitations and meeting links
  • Manage reminders and follow-ups
  • Keep calendars accurate and organized
• Event & Training Support
  • Assist with scheduling training sessions and events
  • Coordinate event communications
  • Send reminders
  • Track attendees when needed
  • Handle administrative follow-ups
• Task Management
  • Tasks may come from emails, meetings, Google Chat, text messages, calendars, or direct requests.
  • The Executive Partner should be able to identify:
    • What needs to be done
    • What is needed
    • What the next step is
    • When it needs to be completed
  • Tasks will primarily be managed through Asana.

Qualifications

• Strong written and verbal English
• Excellent English comprehension
• Strong organizational and time-management skills
• Excellent attention to detail
• Reliable follow-through
• Ability to manage multiple priorities
• Ability to work independently
• Comfortable using email, chat, and other digital tools
• Tech-savvy and willing to learn new systems
• Ability to understand context and ask questions when clarification is needed

Requirements

• Preferred Executive Assistant or Administrative Assistant experience
• Real estate experience
• CRM experience
• Bold Trail experience
• GoHighLevel experience
• Asana experience
• Email and calendar management experience
• Scheduling or event coordination experience
• Experience supporting executives or multiple businesses

Ideal Candidate

• Organized – keeps tasks and information in order
• Proactive – follows up without constant reminders
• Detail-oriented – catches important information and deadlines
• Communicative – provides updates and asks questions when needed
• Adaptable – learns new tools and processes quickly
• Tech-savvy – comfortable working across multiple platforms
• Dependable – follows through on commitments
• Context-aware – understands the purpose behind a request
• Independent – can take ownership of tasks with minimal supervision

Tools

• Bold Trail – Primary CRM
• GoHighLevel – CRM / agent support
• Asana – Task management
• Google Calendar – Scheduling
• Google Chat – Communication
• Email – Communication and task management
• Text – Communication

Important Note

Transaction Coordination is NOT part of this role. The position is focused on administrative support, CRM management, communication, scheduling, and general operational support.

What Success Looks Like

• Keep emails and calendars organized
• Maintain accurate CRM records
• Stay on top of tasks and follow-ups
• Coordinate meetings efficiently
• Support events and training activities
• Keep Asana tasks updated
• Learn and become proficient in Bold Trail
• Reduce the administrative workload of the executives
• Communicate clearly about priorities and blockers
• Become a dependable extension of the team