Real Estate & Property ✦ Dedicated & full-time

Real Estate Executive
Assistant

EA support for principals and lead agents — diary, transactions and gatekeeping — from $14/hr + GST.

Book my 30-minute call →or run the numbers for your role →
Looking for VA work? Apply at staffingsolutions.ph
$14/hrFrom, + GST · full-time
70%Average saving vs a local hire
14 daysBrief → first day
Fully managedWe hire, you lead

What a Real Estate Executive Assistant does

Top agents need an EA who understands the deal. A real estate executive assistant manages the diary, drives transactions and protects the principal's time.

Every StaffingSolutions.io real estate executive assistant is recruited, hired and managed by us — reference-checked for your tools, working your business hours, and backed by our zero-risk promise: no placement fee, money-back first week, and a free replacement if the fit isn't right.

What they handle

  • Diary & inbox — managed.
  • Transaction coordination — to settlement.
  • Client care — proactive comms.
  • Listing & campaign support.
  • Reporting — pipeline and activity.
  • Gatekeeping — focus protected.
The actual work

A week in the role

An executive assistant to a principal or lead agent protects the one thing that earns — the agent's time in front of sellers. They own the diary, the prospecting cadence, the listing presentation, and everything that has to happen between an appraisal booking and a signed agency agreement.

The taskWhat that actually involves
Guard the appraisal diary

Books appraisals, listing presentations and vendor meetings around the agent's Saturday auction and open home commitments, builds the drive route so back-to-back appointments are geographically sensible, and confirms every appointment the afternoon before so the agent is not driving to an empty house.

Build listing presentations

Assembles the agent's proposal in Realtair or the agency template — comparable sales, recent results in the area, the marketing schedule with costs, fee and method recommendation — personalised to the property and the owner's stated motivation, ready the night before the appointment.

Chase the agency agreement

Prepares the appointment form in Realworks, Forms Live or the agency's platform with the agreed fee, term and marketing budget, sends it for electronic signature after the agent has explained the terms to the vendor, and follows up until it is executed and filed.

Run the prospecting cadence

Builds the agent's daily call list from the CRM — appraisals not yet listed, past clients at their anniversary, buyers who missed out, expired and withdrawn listings — and records the outcome of every call so nobody is contacted twice or forgotten.

Keep vendors reported to

Drafts the weekly vendor report for each live campaign: enquiry and inspection numbers, buyer feedback in the buyers' own words, competing listings and the agent's recommendation, ready for the agent to review before their Monday vendor calls.

Coordinate auction day

Confirms the auctioneer, books the auction, sets up the registration table and bidder forms, briefs the team on their roles, arranges contract copies and signage, and handles the paperwork immediately after if the property sells under the hammer.

Track the pipeline board

Maintains the agent's pipeline: appraisals booked, presentations pending, listings live, offers under negotiation, contracts unconditional and settlements due with expected commission — refreshed daily so the agent can see where next month's income comes from.

Triage the agent's inbox

Works the agent's email against an agreed set of rules: answers routine buyer and vendor questions from approved wording, flags anything touching price, offers or contract terms for the agent to answer personally, and clears the rest to folders.

Prepare franchise and award submissions

Compiles the monthly figures the network requires and assembles award entries with settled volume, listing counts, client testimonials and campaign case studies written against the published submission criteria, submitted ahead of the deadline.

Manage the agent's licence and CPD

Tracks the agent's registration or licence renewal date and continuing professional development hours, books the required courses through the state institute, and files the certificates so renewal is never a last-minute scramble in the middle of a campaign.

Run the team meeting rhythm

Sets the agenda for the sales meeting, circulates the numbers beforehand, takes actions with an owner and a date against each, and follows them up during the week so what was committed on Monday is done by Friday.

Handle expenses and personal admin

Reconciles the agent's card receipts against the marketing and entertainment codes for the bookkeeper, books travel and conference attendance, and manages the personal calendar items that would otherwise collide with listing appointments and auctions.

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Real Estate Account Assistant

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Questions

Frequently asked

How much does a real estate executive assistant cost?
From $14/hr + GST for a full-time, dedicated team member — roughly $29K a year against $95K–$115K all-in for the local equivalent once you add super, leave, payroll tax, software and a desk. No placement fee, no setup fee, no recruitment retainer: you pay from the day they start, for hours worked, and interviewing candidates costs nothing. Specialist roles sit a little higher. Run your numbers →
How fast can they start?
Typically 14 days from your discovery call to day one. In the first week we source and screen against your brief; you get three matched profiles and interview whoever you like. Once you choose, we handle the offer, the contract, equipment and connectivity checks, and induct them on our side before they reach you. Specialist roles — developers, NDIS claims, anything needing niche software — can take a week longer, because we won't pad a shortlist just to hit a date.
What if the fit isn't right?
You're covered twice over. If it's clearly wrong by day five, your first week is refunded in full. After that, a free replacement any time — new shortlist, new interviews, no second fee, because there was never a first one. Before it gets that far, talk to us: our HR manager will work through it with you and the team member, since most problems turn out to be an unclear process rather than the wrong person, and a fortnight of coaching usually fixes it. Replacing someone is the last resort, not the first move.
Is there a minimum term?
Three months, then month to month. It's the same runway you'd give a new local hire to learn your systems, your clients and your standards — and the team members who get a fair run are the ones who stay for years. There are no exit penalties at any point, and if the issue is the person rather than the role, the first-week refund and free replacement cover that separately.
How do you handle confidentiality?
The same way you'd treat any remote team member. Every placement signs an NDA and a confidentiality clause before day one, and they work inside your systems — your email, your CRM, your file storage — so you control what they can see and can revoke access instantly. No client data is stored on our side.
What stays with you, and what goes to them?
They take the recurring, process-driven part of the real Estate Executive Assistant role — the work that happens the same way every week and eats your day. Judgement calls, client relationships, anything requiring your licence, sign-off or authority stay with you. The clients who get the most out of a real Estate Executive Assistant hand over a defined process and keep the decisions, rather than handing over the whole function and hoping. On the discovery call we'll map which tasks fall on which side of that line before you commit to anything.
How do I hand the work over without losing weeks to training?
Record yourself doing the task once and talk through it as you go — a fifteen-minute screen recording beats a written manual every time, and your real Estate Executive Assistant will turn it into a documented process you both work from. Expect the first fortnight to be shadowing and checking, then steadily less. If you have nothing documented, that's normal and it's not a blocker: we'll help you decide what to record first, and your account manager checks in through the whole ramp-up.