Job Description
Be the engine behind two high-performance industries—supporting high-net-worth clients in Life Insurance and Real Estate with precision, professionalism, and discretion. We are seeking a highly organized, professional, and proactive Executive Virtual Assistant to provide dedicated administrative and operational support to two high-performing business lines: High-Net-Worth Life Insurance and Real Estate. In this role, you will function as the “engine room” of the business, ensuring CRM records are accurate, leads are consistently nurtured, and sensitive client documentation is collected and managed efficiently. You will also represent the brand when communicating with affluent clients, requiring a high level of professionalism, discretion, and attention to detail. This role requires someone who can seamlessly manage workflows, maintain CRM integrity, follow up persistently for critical documentation, and coordinate real estate administrative processes, while maintaining strict confidentiality. 1. CRM Management & Workflow (GoHighLevel) Conduct daily maintenance and auditing of the GoHighLevel (GHL) pipeline to ensure accurate records. Transcribe meeting notes from the principals into the CRM with 100% accuracy. Track and move leads through pipeline stages, ensuring every contact has a “Next Task” assigned so no deal goes cold. 2. High-Touch Client Outreach (Document Collection) Serve as the third-party administrative liaison requesting sensitive financial documents from high-net-worth clients. Request and collect documents such as Tax Returns, Financial Statements, and other financial records. Follow up consistently via professional email, phone, or text to ensure documents are received within required timelines. Handle confidential information with extreme care, ensuring all documents are uploaded to secure folders immediately upon receipt. 3. Real Estate Transaction Support Provide administrative support for real estate transactions, assisting with listing coordination and documentation. Prepare and organize real estate documents required for listings and transactions. Coordinate schedules and appointments between clients, inspectors, and the real estate team. Experience & Background 3–5 years of professional Virtual Assistant experience. 2+ years experience in Financial Services, Insurance, or Legal environments, handling sensitive financial documentation. 1+ year of Real Estate administration or transaction coordination experience. Technical Skills Minimum 1 year of hands-on experience using GoHighLevel (GHL) (non-negotiable requirement). Strong proficiency in Google Workspace (Google Drive, Sheets, Docs). Skills & Qualities Professional “Gatekeeper” Presence: Ability to communicate confidently, politely, and professionally with affluent clients. Exceptional Attention to Detail: Ability to identify missing documents immediately and follow up proactively. English Fluency: Near-native written and spoken English for communication with high-net-worth clients. Strong Time Management: Ability to efficiently shift between Insurance and Real Estate tasks without losing focus or accuracy. High Level of Confidentiality: Proven ability to handle sensitive financial and personal client information securely and responsibly.Job Overview
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