Executive Assistant

As Executive Assistant, you will manage the Founder’s inbox, ensuring that emails are filtered, tagged, prioritized, and responded to using templates or draft replies. You will maintain the calendar, scheduling and rescheduling meetings across time zones while ensuring that priorities are reflected in how time is allocated.

You will keep the CRM system clean and up to date: adding leads, updating statuses, merging duplicates, tagging correctly, and producing reports. You will flag stuck deals, prepare summaries for sales check-ins, and highlight next-step recommendations to keep momentum moving.

You will support listing operations by preparing and proofreading property listing copy, uploading property data into platforms, and coordinating missing information between sellers, agents, and marketing. You will also assist in preparing proposals, invoices, and contracts, ensuring documents are accurate, professional, and delivered on time.

In addition, you will support sales outreach and campaign preparation by helping design templates, managing tagging and sequences in the CRM, and coordinating follow-up actions. You’ll prepare lead research and background notes for outreach so the Founder always enters conversations fully briefed.

Operational support will extend to maintaining file organization, updating internal systems, and documenting repeatable processes as standard operating procedures (SOPs). You will also draft or coordinate responses to applicants, clients, and partners, ensuring communications are consistent and professional.

Over time, you will become increasingly proactive — not just completing tasks, but anticipating the Founder’s needs, preventing bottlenecks, and suggesting improvements that save time and strengthen workflows.

Daily Tasks

• Inbox management – Filter, tag, prioritize, draft template replies, flag urgent items.
• Calendar management – Confirm meetings, reschedule, resolve conflicts, align with priorities.
• CRM updates – Add leads, update statuses, merge duplicates, apply correct tags.
• Follow-up tracking – Flag stuck deals, suggest next steps, prepare reminders for Founder.
• Document support – Prepare proposals, invoices, and client documents.
• Listing support – Update or upload listings, proofread text, coordinate missing info.
• Communication – Draft or send replies to applicants, clients, or partners.
• File management – Maintain folder structure, apply naming conventions, upload files.
  

Weekly Tasks

• CRM reporting – Prepare pipeline overview, highlight stuck deals, summarize metrics.
• Sales & outreach support – Prepare templates, update campaign tagging, assist follow-ups.
• SOP updates – Document new processes or improve existing ones.
• Operations review – Flag bottlenecks and suggest process improvements.
• EA-Pod coordination – Sync with other EA to align coverage and responsibilities.
  

Monthly Tasks

• Pipeline & CRM reporting – Deliver full monthly overview of leads, deals, and conversions.
• Invoicing & Payments – Cross-check issued invoices, track payments, follow up on outstanding.
• Proposal & contract audit – Review templates and contracts for accuracy and consistency.
• Listing audit – Check active listings, refresh media, resolve missing info.
• SOP & systems update – Update and refine standard operating procedures.
• Process improvements – Identify and propose new workflow efficiencies.
• File & archive cleanup – Backup, reorganize, archive old files.
• Template & asset refresh – Update proposals, presentations, email templates, visuals.
• EA-Pod coordination – Monthly sync on division of tasks, handoffs, coverage.
• CRM deep cleanup – Deduplication, segment/tag review, legacy corrections.
  

As Needed / Ad Hoc

• Campaign support – Set up new outreach templates, sequence tagging, prospect research.
• Onboarding – Prepare accounts, documents, and access for new team members or freelancers.
• Media coordination – Manage upload of photos/videos, liaise with creative team.
• Special projects – Assist with market research, partnerships, events, client experience projects.
• Website updates – Coordinate minor content edits or web updates.
• Major communication – Prepare mass client or partner updates (announcements, newsletters).
• System migrations – Support data migration and tool upgrades when needed.
• Deal-specific support – Gather data, prepare materials, coordinate with marketing for special sales.
• Copy editing – Edit or refine listing descriptions, marketing copy, or email drafts.

You bring 3+ years of experience in executive assistant, administrative, or operations support roles. You have worked in dynamic, fast-paced, or remote-first environments and are comfortable managing multiple priorities. Experience in real estate, professional services, or international business is a plus but not required.

You are proficient in productivity and collaboration tools (Google Workspace, project management platforms like Trello or Asana, Slack, Zoom). You are comfortable learning new tools quickly, whether CRM systems, file management processes, or invoicing software.

Strong written and verbal communication skills in English are essential; German is an advantage. Most importantly, you are detail-oriented, discreet, and reliable — someone who can be trusted to represent the Founder and manage sensitive information with the highest level of professionalism.

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The Executive Assistant reports directly to the Founder & Managing Director, working in close coordination with the other EA in the team. Success is measured by your ability to reduce the Founder’s operational workload, improve consistency across systems, and increase overall productivity.

Performance Metrics

1. Accuracy and timeliness of inbox management and communication.
2. Calendar efficiency and reduction of scheduling conflicts.
3. Integrity and reliability of CRM data (updates, tagging, reporting).
4. Quality and punctuality of proposals, invoices, and documents.
5. Accuracy and completeness of property listings.
6. Responsiveness and follow-through on campaign and client tasks.
7. Contribution to overall time saved for the Founder.

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You should be fluent in digital tools and confident managing online workflows. This includes document and calendar management, CRM systems, and collaboration platforms. Experience with financial administration (invoicing, expense tracking) is helpful.

Technical Skills

1. Google Workspace (Docs, Sheets, Slides, Calendar, Drive).
2. Project management tools (Trello, Asana, or similar).
3. CRM systems for lead tracking, tagging, and reporting.
4. Communication platforms (Slack, Zoom).
5. Document/template preparation and SOP creation.
6. Proposal, invoice, and listing management.
7. Basic invoicing and financial tracking.

This role demands discretion, reliability, and strong interpersonal skills. You will often act as an extension of the Founder, representing him in communication and ensuring consistency of tone and professionalism. You should be highly organized and disciplined, able to manage multiple tasks without losing sight of details.

Proactivity is essential: you anticipate needs before they become urgent and prevent issues before they arise. You adapt quickly to changing priorities, thrive in a remote-first environment, and deliver results with minimal supervision. Above all, you value trust and integrity, knowing that your role is central to the Founder’s ability to focus on high-value leadership.

Human Skills

1. Trustworthiness and confidentiality.
2. Clear and professional communication.
3. Strong organizational discipline and prioritization.
4. Proactive, anticipatory support.
5. Adaptability and resilience in dynamic situations.
6. Reliability and follow-through.

The Executive Assistant role begins with core support: inbox, calendar, CRM, listings, and admin workflows. As you demonstrate consistency and initiative, you will take on broader responsibilities in process improvement, reporting, and project coordination. Over time, the role can evolve into Operations Manager, where you will manage systems, workflows, and vendors, and potentially oversee other support staff.

Growth Path Milestones

1. Mastery of inbox, calendar, CRM, and listing support.
2. Ownership of proposals, invoices, and workflow documentation.
3. Process improvements and SOP creation.
4. Contribution to reporting, sales summaries, and next-step analysis.
5. Transition into Operations Manager responsibilities.

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