VL
Executive Assistant + CRM & Lead Management Virtual Assistant
Vitalis Outsourcing LLC
Contract type
Ongoing
Work mode
Remote
Experience
Lead / principal · Not stated
Level inferred from job title
Job description
A virtual assistant role supporting real estate teams, business owners, executives, and sales teams with executive assistance, CRM administration, lead organization, scheduling, and operational workflows. The primary responsibility is maintaining accurate CRM and lead records, organizing follow-up activities, supporting executive priorities, and tracking client communications.
At a glance
- Work mode
- Remote
- Languages
- English
What you'll do
- Manage and maintain CRM systems such as Lofty, Follow Up Boss, BoldTrail, KVCore, GoHighLevel, or similar platforms
- Add, update, tag, categorize, and organize lead records within the CRM
- Maintain accurate contact information, lead statuses, notes, reminders, tasks, and communication history
- Review CRM records regularly to identify incomplete information, duplicate contacts, overdue tasks, and missing follow-up activities
- Assign leads to the appropriate team members, stages, pipelines, or campaigns
- Add prospects and clients to approved drip campaigns, follow-up sequences, and CRM automations
- Send approved property information, updates, and follow-up emails to prospects and clients
- Track cold, warm, and hot leads and ensure follow-up activities are completed on time
- Support calendar management, executive scheduling, appointments, reminders, and daily priorities
- Assist with lead tracking, pipeline reporting, database cleanup, and CRM organization
- Review call records, email communication, text messages, or activity histories when required
- Assist with listing input, MLS updates, property information, and real estate administrative tasks
- Prepare reports, task summaries, lead updates, and pipeline information for leadership
- Track executive priorities, assignments, deadlines, and pending items
- Support administrative workflows, process documentation, and operational coordination
- Provide clear daily updates regarding completed tasks, pending items, lead activity, questions, and potential blockers
- Follow established Standard Operating Procedures, checklists, deadlines, and manager instructions
- Maintain professionalism and confidentiality when handling executive, client, lead, and company information
What we're looking for
- Previous experience in executive assistance, CRM management, lead management, real estate administration, or sales support
- Strong written and spoken English communication skills
- Excellent organization and attention to detail
- Demonstrated ability to maintain accurate lead and client records
- Strong follow-up, task-management, and deadline-tracking skills
- Comfortable managing CRM systems, spreadsheets, email, calendars, and online tools
- Able to organize multiple priorities, leads, tasks, and follow-up activities simultaneously
- Comfortable supporting executives, business owners, real estate professionals, or sales teams
- Able to follow Standard Operating Procedures and detailed instructions
- Reliable internet connection and a professional remote-work setup
- Reliable and consistent attendance during scheduled working hours
- Able to work independently while providing clear and regular updates
- Proactive, professional, detail-focused, coachable, and committed to CRM accuracy
Nice to have
- Supporting U.S.-based real estate teams or business owners
- Real estate CRM administration
- Real estate lead management
- Cold, warm, and hot lead tracking
- Lead pipeline management
- Database cleanup and organization
- Email follow-up and drip campaigns
- CRM automation and follow-up sequences
- Executive calendar and priority management
- MLS listing input
- Real estate administrative support
- Lofty
- Follow Up Boss
- BoldTrail
- KVCore
- GoHighLevel
- Google Workspace
- Microsoft Office
- Spreadsheet and reporting tools