Find & Apply For Executive Assistant Jobs in Jacksonville, Florida

Part-Time | 20-30 Hours/Week | Jacksonville, FL | Flexible Schedule | Monday-Friday Starting at $19-$20/hour Prior real estate industry experience within the last five (5) years is required. Please do not apply if you do not meet this requirement. Job Overview We're looking for a highly organized, resourceful, tech-savvy Executive Assistant with prior real estate industry experience within the last five (5) years to work directly with us and provide day-to-day support for a growing real estate business. Prior real estate industry experience within the last five (5) years is required. Please do not apply if you do not meet this requirement.

•This is a broad Executive Assistant role with responsibilities across administrative support, sales and leasing assistance, client and lead follow-up, transaction coordination, property research, marketing, CRM management, project coordination, and general business operations. We're looking for someone who can become our right-hand person and help keep us, our clients, transactions, leads, projects, and day-to-day business organized, responsive, and moving forward. This is not a position where you simply wait for a list of tasks. We need someone who takes ownership, follows through, notices details, thinks critically, anticipates what needs to happen next, and has a genuine "figure it out and make it happen" mentality. Schedule & Compensation The role offers a hybrid schedule , with a combination of office days and the ability to work remotely depending on the day, workload, meetings, active projects, and business needs. We also believe in being flexible when personal appointments, time off, and life in general come up. We're much more interested in having someone we can trust who is dependable, communicates well, takes ownership, and gets things done than having someone sit at a desk simply to fill hours. That flexibility goes both ways. This is still a professional position, and we need someone who is responsive, accountable, honest about their time, takes their responsibilities seriously, and can manage their work independently.

The role offers:

Starting pay of $19-$20/hour 20-30 hours per week to start , with strong potential for additional hours as the role and business grow Monday-Friday schedule with flexible start and end times , with availability needed during general business hours of 9:00 AM-6:00 PM as responsibilities require Performance-based quarterly bonus opportunities Responsibilities will include a mix of: Manage our calendar, appointments, meetings, calls, property tours, priorities, reminders, and follow-ups Manage email and draft/proofread professional client communications, correspondence, reports, presentations, and other documents Follow up with new and existing clients, leads, prospects, brokers, vendors, and other professionals by phone, text, and email Handle appointment setting and coordinate property tours, meetings, inspections, closings, and other business-related scheduling Maintain an accurate and organized CRM, including contacts, notes, statuses, follow-up dates, and next steps, making sure leads and promised follow-ups do not fall through the cracks Provide administrative support including paperwork, data entry, electronic signatures, filing, document preparation, and organized cloud-based recordkeeping Research properties, ownership information, listings, public records, market data, available properties, and other information based on client or business needs Contact brokers, property owners, municipalities, vendors, and other parties to obtain information and follow up on outstanding items Support active sales, leasing, listings, and transactions, including tracking deadlines, deposits, due diligence items, documents, outstanding information, and next steps Assist with transaction coordination from contract through closing and communicate with clients, brokers, attorneys, lenders, title companies, inspectors, and other parties Prepare spreadsheets, reports, property summaries, comparison reports, presentations, client updates, and other materials Assist with listing preparation and marketing, including Canva, social media, email marketing, property marketing, and general brand support Coordinate multiple projects and active transactions, follow through on delegated items, and make sure responsibilities are actually completed Help create and improve systems, checklists, templates, workflows, organization, and processes as the business grows Handle miscellaneous Executive Assistant and day-to-day business operations needs as they arise We need someone with excellent written AND verbal communication skills, professional phone etiquette, extreme attention to detail, strong critical-thinking and problem-solving skills, excellent follow-through, good judgment, a positive attitude, an outgoing and personable personality, and a genuine "figure it out and make it happen" mentality. Communication & Attention to Detail Proper spelling, grammar, punctuation, and professional communication are extremely important. Names, property addresses, dates, deadlines, numbers, attachments, links, formatting, and details matter. You should naturally proofread and double-check your work before anything reaches us, a client, or another professional. Phone & People Skills You must be comfortable and professional on the phone , including speaking with people you have never met. You will regularly communicate with clients, prospective clients, leads, brokers and agents, property owners, vendors, attorneys, lenders, title companies, inspectors, municipalities, and other professionals. This may include responding to new inquiries, following up with previous prospects and existing clients, appointment setting, following up after property tours, contacting brokers or property owners, obtaining information from vendors or municipalities, nurturing leads, and supporting prospecting and business development. We're looking for someone who is positive, personable, and confident communicating with different personalities. You will regularly represent the business when communicating with others, so professionalism and the ability to build rapport are important. Experience in customer service, sales, phone sales, consultations, appointment setting, lead follow-up, prospecting, or business development is strongly preferred. Resourcefulness, Initiative & Critical Thinking Resourcefulness and proactivity are extremely important in this role. If you don't know something, you should be comfortable researching it, reading the fine print, reviewing prior emails or documents, checking public records, making a phone call, contacting the appropriate person, using available resources, or otherwise figuring out how to get the answer. You do not need to know everything. You do need to be willing and able to find answers. You'll Be a

Strong Fit If You Are:

Extremely organized and detail-oriented , with excellent follow-through and a natural habit of double-checking your work An excellent written and verbal communicator with strong spelling, grammar, and professional phone etiquette Comfortable and confident on the phone speaking with clients, leads, brokers, vendors, and other professionals Resourceful, proactive, and solutions-oriented , with strong critical-thinking skills, good judgment, and common sense Someone who naturally looks for answers and attempts to solve problems rather than waiting to be given every next step Dependable, accountable, responsive, and able to take ownership and work independently Able to manage multiple priorities, adapt when things change, and recognize what needs attention without losing track of existing responsibilities Tech-savvy and comfortable with technology , independent research, and learning new systems Interested in learning, improving systems, taking on increasing responsibility, and growing with the business long-term Strongly Preferred Bilingual English/Spanish Real estate transaction coordination and/or sales and leasing support Executive Assistant, administrative, operations, or project coordination experience Customer service, sales, phone follow-up, appointment setting, prospecting, or business development experience CRM management and lead follow-up Experience with LoopNet, Crexi, real estate listing/research platforms, property/public records research, contracts, leases, and electronic signatures Experience with Google Workspace, Microsoft Office, Canva, social media, and basic digital marketing Technology You should already know or be able to quickly learn the technology used in the business, including Google Workspace, Microsoft 365, Dotloop, CRM platforms, Canva, cloud-based document management, real estate research/listing platforms, electronic signature platforms, ChatGPT, Claude, and other productivity tools. AI should be used as a tool to work smarter, not as a replacement for critical thinking, common sense, independent research, judgment, proofreading, or reviewing original information. There will be remote work combined with in-office time, meetings, property visits, inspections, errands, and other local responsibilities when needed. The exact schedule may vary depending on active transactions, appointments, closings, listings, projects, and business needs. Confidentiality This position will have access to confidential client and business information, including emails, contracts, leases, transactions, negotiations, financial information, and other sensitive matters. Professional discretion and confidentiality are required. An NDA/confidentiality agreement will be required. Please apply only if you have relevant real estate industry experience within the last five (5) years, are local to the Jacksonville area, and are comfortable with a hybrid position that includes both remote and in-person responsibilities. We're looking to hire ASAP and are especially interested in finding someone who wants more than just a part-time job. We're looking for a trusted right-hand person who is interested in building a long-term role as the business continues to grow.

Pay:

$19.00 - $20.00 per hour Expected hours: 20.0 - 30.0 per week

Benefits:

Flexible schedule

Work Location:

Hybrid remote in Jacksonville, FL 32224