Real Estate Broker Assistant

At Polaris, we are looking for a results-driven and detail-oriented Real Estate Broker Assistant to join our dynamic team.

ABOUT US:
Polaris is a consulting agency based in Hong Kong with the mission of helping Founders and entrepreneurs to leverage time for optimal growth, energy and freedom. We are the only consulting agency that creates client transformations through a hybrid model - combining virtual assistant recruitment & management services, with business coaching around delegation, acquisition processes and scalable systems.

To date we have worked with over 300 Founders over 14 different countries, helping them surpass their most ambitious goals in business, while experiencing the time freedom they deserve.

We’re currently seeking an Executive Assistant to be the right-hand person for our client, Benjamin Ficker, Director of a Portland-based multifamily investment brokerage. Benjamin’s business specializes in brokering multifamily investment deals, providing specialized services to clients looking to acquire or dispose of multifamily properties.

ROLE MISSION:
As an Executive Assistant, you will be the driving force behind operational excellence, process implementation, and administrative efficiency. Your role is crucial in maintaining sophisticated systems, ensuring streamlined workflows, and supporting business growth through effective data management and organization that eliminates the need for Benjamin to double-check work.

WHO WE ARE LOOKING FOR:
The ideal candidate is a systems-oriented, detail-driven professional with strong administrative skills and excellent organizational abilities. You thrive in creating order from chaos, excel at process implementation, and have a proven track record of maintaining meticulous organization while demonstrating independence and ownership.

RESPONSIBILITIES & EXPECTATIONS:
Executive Support:
Provide accountability through executive reports & EOD reports
Manage email communications and maintain inbox organization
Lead project management with ClickUp and assist in building SOPs for sales processes

Workflow Management:
Assign tasks and track deadlines across teams.
Implement and optimize project management tools.
Monitor progress and resolve workflow issues.

Operations Assistance:
Maintain and update standard operating procedures (SOPs)
Monitor project timelines and deliverables.
Identify and resolve operational bottlenecks.

Calendar Management:
Schedule meetings, appointments, and events efficiently.
Resolve scheduling conflicts proactively.
Provide daily updates on calendar priorities.


Email Management:
Filter, prioritize, and respond to emails promptly.
Draft and send professional correspondence.
Organize email folders for quick access.

Communications Management:
Liaise between Founder, team, and stakeholders.
Draft and distribute internal communications.
Manage team communication tools like Slack or Zoom.

Reporting and Tracking:
Compile property research, client/owner research, and market statistics
Update database comps and generate reports from SalesForce
Track key performance indicators and prepare client presentation data

Data Research:
Conduct thorough property and client/owner research
Update and analyze marketing statistics and market data
Provide insights to support informed business decisions

Process Implementation:
Transition processes to ClickUp and document standardized workflows
Create and maintain SOPs for repeatable processes
Ensure system integration and organizational efficiency


RESULTS (KPIs):
100% completion rate with daily reporting and performance metric tracking
Zero instances of tasks falling through the cracks or requiring double-checking
Successful implementation of at least 3 new systems or SOPs per month
Reduction in time spent on administrative tasks by Benjamin by at least 400?curacy in data entry and reporting
Maintain 15-20 minute response time during shift hours for all internal requests
100% on-time completion of all assigned projects and deadlines


REQUIREMENTS:
Minimum 3 years experience in administrative or executive assistant roles
Proven track record in systems implementation and process optimization
Experience with CRM systems (SalesForce experience preferred)
Proficiency with productivity tools including ClickUp, Google Workspace, and Microsoft Office
Excellent written and verbal communication skills
Strong organizational and time management abilities
Experience handling sensitive business information with discretion
[HIGHLY PREFERRED BUT NOT REQUIRED] Experience handling commonly used tech and platforms in Real Estate such as MLS, CoStar, IntellCRE


COMPENSATION STRUCTURE AND PERKS:
Hourly rate starting from 4 USD / hour
Eligibility for quarterly bonuses upon hitting performance KPIs. Up to 800USD
Pay rise potential according to experience and performance
Opportunity to be hired for projects at higher one-off fees on top of standard salary
Work from home privilege
Opportunity to work with a high-performing team of Virtual Assistants


WORK SCHEDULE:
Part-time position (20 hours per week)
Must be available during Pacific Time Zone business hours
Monday to Friday schedule, 12pm-4pm PST


HOW TO APPLY:

If you feel you are a great fit for this position, submit your application by clicking on the following link:

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