Executive Administrative Assistant (To Be Virtual Operations Manager)

PLEASE READ EVERYTHING FOR DETAILED INSTRUCTIONS ON HOW TO APPLY!!!!

About the Role

I am a real estate agent based in Ontario, Canada working with eXp Realty, and I am also involved in multiple real estate development projects in Belize.

I am looking for a highly organized, proactive Executive Administrative Assistant who will become my right-hand person for digital operations.

Your role will be to help manage the administrative, organizational, and operational side of the business so I can focus on clients, deals, and growth.

This is not a basic task VA role.
This is a long-term operations position for someone who wants to grow with the business.

You will be heavily involved in systems such as CRM management, email organization, scheduling, and document management.

Key Responsibilities
CRM Management

• Managing client pipelines
• Updating lead information and notes
• Tagging and organizing contacts
• Setting follow-up reminders
• Maintaining clean and organized CRM data


Email Management

• Organizing and labeling emails
• Drafting responses when appropriate
• Flagging urgent messages
• Following up with clients and partners

Calendar & Scheduling

• Scheduling meetings and appointments
• Coordinating calls with clients and partners
• Sending reminders and confirmations

Real Estate Transaction Support

• Organizing real estate transaction documents
• Uploading paperwork and files
• Maintaining property folders and deal records

Development Project Support

• Organizing investor documents
• Maintaining spreadsheets for development projects
• Assisting with administrative tasks related to land development projects in Belize

General Administrative Tasks

• Data entry
• Online research
• Document preparation
• File organization
• Supporting daily business operations

Systems & Software You Will Work With

You will be working daily with the following systems:

CRM & Communication

• Follow Up Boss – lead tracking and CRM management
• BoldTrail – communication and lead management

Transaction Management

• SkySlope – real estate compliance and transaction documentation
• ITSO – property listing data and information

Organization & Operations

• Asana – task tracking and operational workflows


Email & Scheduling

• Gmail
• Google Calendar

Documents & Data

• Google Drive
• Google Sheets

Marketing

• Canva

Communication

• Zoom / Google Meet
• WhatsApp

Ideal Candidate

You are someone who:

• Is extremely organized
• Has strong attention to detail
• Communicates clearly in English
• Can follow instructions precisely
• Works independently and proactively
• Is reliable and consistent
• Is comfortable learning new systems

Experience working with real estate businesses or CRM systems is a strong advantage.

IMPORTANT — Application Instructions

Please follow these instructions carefully.

Applicants who do not follow instructions will not be considered.

Step 1 — Subject Line

Your application subject line must be exactly:

RIGHT HAND VA – [Your Name]

Example:
RIGHT HAND VA – Maria Santos

Step 2 — Video Application

Record one video (3–5 minutes) answering the following questions:

Tell me about yourself and your experience working as a VA.

Why do you believe you would be a great right-hand assistant?

What CRM systems have you worked with before?

If my email inbox had 200+ emails and was disorganized, how would you organize it?

Tell me about a time you solved a problem without being asked.

Why should I hire you instead of other applicants?

Upload the video to Google Drive or Loom and include the link in your application.

Step 3 — Show Your Workspace

In your video also show:

• Your desk or workspace
• Your computer setup
• Your headset or microphone

You must have a quiet and professional work environment.

Step 4 — Internet Speed Test

During your video:

Go to speedtest.net

Run a live speed test

Show the results on screen

Minimum internet requirements:

Download: 20 Mbps
Upload: 10 Mbps

Step 5 — Final Instruction

At the end of your application message, include this exact sentence:

“I pay attention to details.”

Applications missing this sentence will not be reviewed.

Compensation

Compensation will depend on experience, skill level, and ability to manage responsibilities independently.

Expected range:
$4 – $9 USD per hour + performance bonuses

Bonuses may be provided for:

• Strong performance and reliability
• Helping improve systems and workflows
• Supporting successful deals or projects
• Long-term loyalty and consistency

This position is intended to be long-term, and high performers will have opportunities for:

• Pay increases based on performance
• Additional responsibilities as the business grows
• Long-term stability working directly with the business owner

Work hours will generally align with North American business hours, with some flexibility depending on workload and tasks.