Executive Assistant / Systems & Automations Specialist

Systems & Automation Specialist

Location: (Remote)

Job Type: Part-time

Job Overview:
I am looking for a highly motivated and tech-savvy Systems & Automation Specialist to join our dynamic team. This role is integral to the ongoing growth and success of our real estate business. You will be responsible for automating and structuring our business systems, ensuring that every workflow is efficient, scalable, and contributes to a seamless client experience.

Your role will involve using platforms like Asana, Notion, and Microsoft Office 365 to build, refine, and optimize our internal processes. You will need to have a keen eye for detail, a creative approach to problem-solving, and the ability to identify inefficiencies and propose solutions. This role is for someone who thrives in a fast-paced environment and is passionate about finding ways to streamline operations, allowing the team to focus on closing deals and delivering world-class service to our clients.

Key Responsibilities:

Process Automation:
Design, implement, and maintain automated systems across our workflows using tools like Asana, Notion, and Excel. Ensure processes are as efficient as possible, reducing manual tasks and improving overall productivity.

Systems Structuring:
Develop detailed, clear structures for all internal systems, focusing on scalability, clarity, and ease of use. Continuously refine these structures based on team feedback and evolving business needs.

Project Management Optimization:
Oversee the setup, organization, and maintenance of projects in Asana and Notion, ensuring the team has a clear view of tasks, deadlines, and project status at all times. Provide training to team members on how to effectively use these tools.

Data & Reporting:
Use Excel to manage and analyze data, create performance reports, and track key metrics that will support decision-making. Develop templates and automated reports that make data accessible and actionable for the team.

Problem Solving & Continuous Improvement:
Identify inefficiencies in current workflows and proactively propose innovative solutions. Act as the go-to person for problem-solving in our systems, ensuring the business runs smoothly and all team members have what they need to succeed.

Collaboration:
Work closely with all departments to understand their needs and challenges, using that insight to develop systems that benefit the entire company. You’ll be responsible for communicating complex technical processes in a way that’s easy for everyone to understand.

Client Experience Enhancement:
Focus on developing systems that improve client interactions, making their experience with Edward & Partners seamless, professional, and enjoyable. Ensure that all touchpoints with clients are supported by efficient, automated processes.


Requirements:
Technical Proficiency:
Strong knowledge and experience using Asana, Notion, and Excel for automation, process management, and reporting. Familiarity with other automation tools or integrations is a plus.


Problem-Solving Mindset:
Ability to quickly identify problems, think critically, and develop innovative solutions that save time and resources. You should have a passion for finding better, faster ways of doing things.


Initiative & Drive:
A proactive, self-starter attitude with a relentless drive to go beyond the basic requirements. You should always be looking for ways to improve systems, even when not asked directly.


Attention to Detail:
Strong attention to detail is critical for structuring complex workflows and ensuring that nothing falls through the cracks.

Communication Skills:
Excellent written and verbal communication skills are needed to explain systems and processes clearly to team members across all levels of the business.


Team Collaboration:
A team player who can collaborate effectively with various departments, listen to their challenges, and create tailored solutions that meet their specific needs.


Results-Oriented:
An eagerness to not just complete tasks but to show measurable results in terms of time saved, increased efficiency, and improved client satisfaction.


Nice-to-Have Skills:
Experience with other automation tools like Zapier, Integromat, or similar.
Understanding of CRM systems and how they integrate with business processes.
Knowledge of real estate business workflows or experience working in the real estate industry.


Why Join?
You will be a key player in transforming how we do business. You’ll have the opportunity to take ownership of systems that are vital to the company’s success, helping to shape the future of our operations. If you’re passionate about automating processes, creating structure, and delivering measurable results, and even more growth and have long-term career. We would love to have you on our team!