Executive Assistant

Job description:

About SOHO Realty and Mortgage Lending

SOHO Realty and Mortgage Lending is a one-stop shop for real estate and mortgage services, founded on 25 years of experience in mortgage, real estate, and investing. We are partners in our clients’ journey to financial stability and generational wealth.

Mission

At SOHO Realty and Mortgage Lending, we are dedicated to bridging the wealth gap by making homeownership a gateway to financial equality and prosperity. Our mission, “Sold On Helping Others,” inspires us to offer premier real estate and mortgage solutions that stimulate equity growth.

Core Values

• Accountability: We take responsibility for delivering reliable and transparent services.
• Empathy: We prioritize understanding and addressing the needs of the families we serve.
• Growth: We continuously improve and help families achieve financial growth and prosperity.
• Excellence: We commit to providing high-quality, customized real estate and mortgage solutions.
• Collaboration: We work together with our clients, partners, and communities to achieve shared success.

Position Summary

The Executive Assistant (EA) to the CEO is a critical, strategic support role designed for a high-performing individual who is exceptionally organized, proactive, detail-oriented, emotionally intelligent, and purpose-driven. This role supports the CEO by managing her calendar, priorities, communications, travel, special projects, and operational needs. The EA also plays a key role in coordinating with internal team members, vendors, clients, and public-facing alliances, serving as a polished representative of the SOHO brand.

This position is ideal for someone who thrives in a fast-paced, entrepreneurial environment, excels at creating structure in chaos, and wants to grow with a purpose-led business focused on housing equity and generational wealth.

The Executive Assistant is expected to make informed, independent decisions in alignment with the CEO’s goals and company priorities, particularly in time-sensitive or externally visible situations.

This role may evolve into expanded responsibilities based on performance, business needs, and the candidate’s leadership capacity.

Roles and Responsibilities

Stewardship

• Serve as the CEO’s right hand, anticipating needs and managing time, energy, and focus.
• Act as a gatekeeper and problem solver, addressing issues proactively.
• Manage a dynamic calendar, coordinate internal and external meetings, and prepare related documents.
• Plan and support logistics for expos, trade shows, and key speaking engagements (6–10 estimated annually in the Houston metro area).
• Lead or coordinate internal initiatives that support operational efficiency and CEO priorities.
• Support content creation deliverables and oversee execution timelines.

Client Experience

• Ensure white-glove communication with clients, prospects, and alliances.
• Assist with client event planning, follow-ups, and data collection.
• Maintain brand-aligned, professional correspondence on behalf of the CEO.
• Respond to inquiries in a timely, respectful, and accurate manner.
• Create a seamless and high-quality experience for all stakeholders.
• Serve as a polished and trusted extension of the CEO in both internal operations and public-facing engagements, balancing confidentiality with visibility.

Technical Performance and Precision

• Maintain and update the CEO’s dashboard, CRM (Follow Up Boss), and project tools (ClickUp).
• Track leads, input data accurately, and support prompt follow-up.
• Coordinate task workflows and team accountability using ClickUp and Google Workspace.
• Support financial reporting, vendor management, and document compliance.
• Manage company documentation using a standardized digital filing structure.

Learning and Growth

• Continuously improve processes, templates, and administrative systems.
• Seek opportunities to create efficiencies and reduce manual effort.
• Maintain a growth mindset and openness to feedback.
• Engage in professional development and share insights to strengthen the organization.
• Actively contribute ideas to support SOHO’s mission and strategic goals.

Essential Skills and Abilities

• Emotionally intelligent, calm under pressure, and focused on solutions.
• Confident communicator with a professional and polished public presence.
• Exceptional organizational, administrative, and technical skills.
• Ability to manage up and provide structure to a visionary leader.
• Proactive and creative in identifying problems and implementing solutions.
• Able to maintain confidentiality and exercise sound judgment.
• Strong time management and multitasking capabilities.
• Technologically agile and comfortable learning new systems.
• Deep alignment with SOHO’s mission of housing equity and financial empowerment, with a heart for serving others and a commitment to collaborative success.

Qualifications

Education and Experience

• Bachelor’s degree in business administration, psychology, communications, finance, or a related field required. Equivalent professional experience may be considered to substitute education.
• Minimum 3 years of experience in executive support, operations, or administrative management.
• Industry experience in real estate, housing, or mortgage is strongly preferred. Experience in financial services, legal consulting, healthcare administration, or nonprofit executive support will also be considered.
• Demonstrated passion for housing equity, entrepreneurship, or financial empowerment.
• Able to successfully complete a background check, including driving records, criminal, employment references, education, and social security.
• Must be authorized to work in the United States without requiring authorization sponsorship by the company for this position now or in the future.

Technology Proficiency

• Microsoft Word, Excel, PowerPoint, Adobe.
• Google Workspace (Docs, Sheets, Calendar, Gmail, Drive).
• Project/task management tools (ClickUp strongly preferred).
• CRM (Follow Up Boss strongly preferred).
• Calendly, Zoom, Teams, social media scheduling tools (e.g., Later, Buffer).

Work Environment

Hybrid role: 3 days in office weekly (Pearland/Houston metro); remaining time remote.

Supervisory Responsibilities

This position does not directly supervise others, but will coordinate tasks across vendors, freelancers, and internal staff.

Travel

• Travel required for expos, trade shows, and special projects throughout the Houston metro area.
• Must be able to attend an estimated 6–10 events per year and assist with preparation, setup, and follow-up.

Language Skills

• Ability to read, analyze, and interpret documents such as policies, procedure manuals, research information, and review articles.
• Ability to speak effectively and present information to all levels of internal and external customers. Ability to author routine reports and correspondence.
• Ability to resolve and respond to common customer inquiries or complaints.

Physical Demands

• Required to sit, stand, and use a computer for extended periods.
• Intermittent physical activity includes walking, bending, reaching, lifting/moving (up to 25 pounds), manual dexterity, handling or feeling tools or controls, standing, climbing stairs, kneeling or stooping, and talking and hearing.
• The physical demands described here represent those that an employee must meet to successfully perform this position's essential functions. Reasonable accommodations may enable individuals with disabilities to perform the essential functions. Specific vision abilities

Job Type: Full-time