An executive assistant for real estate principals and lead agents.
The agents who list and sell the most are rarely the ones with the tidiest paperwork. They are the ones in the car, at the appraisal, in front of the vendor. The administration behind a busy book, the agency agreements, the campaign builds, the weekly vendor reports, the CRM that decays the moment you stop feeding it, is real work that quietly pulls a top agent off the road. A real estate executive assistant takes that layer off your plate so your hours go where the commission is.
Book a free discovery callThe admin a lead agent should never be doing
Listing preparation and coordination
From the signed agency agreement to launch day: ordering photography, copy and floorplans, building the campaign in Campaign Track or Realhub, loading the listing to realestate.com.au and Domain for your sign-off, and tracking every approval so nothing stalls the go-live. The EA keeps the schedule moving while you win the next listing.
Contract and sales-trust admin support
Assembling the contract and sales pack, chasing the building and pest, finance and cooling-off dates, collating the documents your conveyancer and solicitor need, and reconciling the records you review. The EA prepares and follows up the paperwork. Authorising trust-account movements and signing the licensed documents stays with the agent.
Vendor reports and CMA prep
Pulling the comparable sales and market data so your appraisals and CMAs are ready to present, then drafting the weekly vendor report after each open and inspection from the feedback and enquiry numbers you logged. You review and send; the EA makes sure it is on your desk before the vendor expects to hear from you.
Database and CRM work
Keeping VaultRE, Rex or AgentBox clean: logging buyer enquiry, tagging and segmenting the database, updating listing statuses, setting the follow-up tasks and nurture sequences, and making sure no warm buyer or past appraisal quietly falls out of the pipeline between campaigns.
Appointment and open-home coordination
Booking appraisals, private inspections and open homes around your diary, confirming buyer attendees, sending the reminders, blocking your travel time between properties, and tidying the run sheet so a Saturday of opens flows without you rebuilding the schedule in the car.
One dedicated EA, not a shared desk
Every placement is one EA serving one principal or agent, the same person every day, building the context that makes the support compound. They learn your CRM, your report format, your vendors and your standards, so by week four they are coordinating the listing book with you setting direction, not dictating each step.
Where the line sits: admin, not agency work
This matters too much to be vague about. A virtual EA is administrative support. They do not perform licensed real estate agency work, and they do not authorise the trust account. Those responsibilities sit with the licensed agent and the licensee in charge, exactly as the law requires. The split, in practice:
Your virtual EA handles
The admin layer
- Coordinating the listing campaign and the marketing schedule
- Assembling and chasing the contract and sales paperwork
- Drafting vendor reports and prepping CMA data for your review
- Database, CRM and pipeline hygiene in VaultRE, Rex or AgentBox
- Booking appraisals, inspections and open homes around your diary
- Reconciling records and preparing files for your sign-off
The licensed agent keeps
The licensed work
- The appraisal, the negotiation and the vendor and buyer relationship
- All trust-account authorisation and sign-off
- Signing anything that requires a real estate licence
- Any act that is regulated agency work under your state's licensing law
- The advice given to vendors and buyers
- Final responsibility for compliance, held by the licensee in charge
Real estate licensing and trust-account rules differ by state and territory and the responsibilities above cannot be delegated to an unlicensed assistant. This is general information, not legal or compliance advice; check your obligations with your licensee in charge or your industry body. Within that line, an EA can carry the entire administrative load behind a busy agent.
Real estate EA questions, answered straight
What does a real estate executive assistant actually take off a lead agent?
The admin layer that sits between you and the next appraisal. A real estate EA coordinates the listing from agency agreement through to launch, keeps the CRM clean in VaultRE, Rex or AgentBox, prepares the data and comparables for your CMAs, drafts and circulates vendor reports after each open and inspection, and books the appointments and open homes around your day. The point is to keep you in the car and in front of buyers and vendors, not at a desk chasing a marketing schedule. The EA handles administration only, never licensed agency work.
Can a virtual EA do the licensed agency work or sign off on the trust account?
No, and the page is clear on that line. Licensed real estate agency work and any trust-account authorisation stay with the licensed agent or licensee in charge, as the law requires. Your EA prepares and chases the paperwork, assembles the contract and sales pack, reconciles records for your review, and keeps the data tidy, but the agent makes the appraisal, holds the client relationship in a legal sense, authorises trust movements and signs anything that needs a licence. Think of the EA as the engine room behind a compliant agent, not a substitute for one.
Which real estate CRMs and platforms can the EA work in?
The common Australian stack: VaultRE, Rex and AgentBox for the database and pipeline, plus the portals and marketing tools that hang off them, realestate.com.au and Domain listing uploads, Campaign Track or Realhub for campaign builds, and DocuSign for signing flows the agent initiates. We brief the exact tools in week one and scope access tightly, so the EA has what they need to coordinate listings and keep records straight without holding permissions they should not.
How does an EA handle vendor reports and keep my vendors warm?
Vendor communication is where most agents lose hours and where a good EA earns the fee. After each open home and private inspection, the EA pulls the buyer feedback and enquiry numbers you captured, drafts the weekly vendor report in your format and voice, and has it ready for you to review and send, so vendors hear from you on schedule through the campaign. They also prep the call list and talking points before your vendor catch-ups. You still make the call and hold the conversation; the EA makes sure you walk into it prepared and that nothing slips during a busy listing run.
What is the difference between a real estate EA and a sales associate or admin VA?
An admin VA does discrete tasks you hand over. A sales associate is often a licensed or registered person who can do parts of the agency work themselves. A virtual executive assistant for real estate sits between the two on the admin side: they hold the moving parts of your listings and your week, coordinate the listing and contract paperwork, run the CRM and the reporting, and prepare you for vendor and buyer contact, all without touching the licensed work. If you want someone to own the administration around several active campaigns rather than complete a single list, the EA is the fit.
How much does a virtual executive assistant for real estate cost and how fast can I start?
EA placements sit in our specialist tier at AUD $18-25/hr excluding GST, billed only for the hours you book, with no lock-in. At a typical 20 hours a week that is roughly $1,500-$2,200 a month, well under the loaded cost of a local sales administrator once super, leave and payroll are counted. We usually present three to five vetted candidates with prior executive or real estate admin experience within 7-10 days of your discovery call, and your EA owns a workflow such as listing coordination or the CRM by the 30-day review.
Book a free discovery call
Thirty minutes with Jenn, DotVA's founder. Talk her through your listing book, the CRM you run and where the admin is eating your selling time, and she will give you a straight read on what a real estate EA should own first and where the cost lands. No obligation, no lock-in.
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