VA Desk

• Create, update, and maintain property listings across MLS and related platforms • Communicate with tenants, buyers, or property stakeholders as required • Track real estate transactions from listing to closing stages • Coordinate with vendors for maintenance, repairs, and property services • Maintain structured records for all assigned properties • Organize property documents, leases, and transaction files

• Manage complex calendars and coordinate meetings across multiple stakeholders and time zones • Schedule and reschedule appointments based on shifting priorities • Ensure executives are prepared for meetings with relevant context and materials • Track follow-ups and ensure commitments are actioned • Monitor and manage executive inboxes daily • Prioritize, organize, and flag important messages • Draft professional responses based on provided guidelines • Track ongoing priorities, tasks, and internal initiatives • Ensure deadlines, deliverables, and follow-ups are organized and monitored • Support execution of day-to-day operational needs • Prepare meeting agendas and supporting materials • Take structured meeting notes and document key decisions • Track action items and follow up on completion • Support communication between internal departments (operations, sales, marketing, finance, etc.) • Coordinate with external stakeholders such as vendors, partners, or client-side contacts when required • Assist in resolving coordination gaps between internal and external stakeholders • Conduct research and prepare summaries for decision-making • Assist in organizing reports, documents, and internal files • Support ad hoc operational and strategic tasks as needed

• Assist in the execution of marketing campaigns across email, social media, web, and other channels • Ensure campaign assets are organized, scheduled, and deployed correctly • Support coordination of timelines, deliverables, and publishing schedules • Help maintain consistency across multi-channel campaigns • Schedule and publish content across social media platforms and marketing channels • Organize content calendars and ensure posting consistency • Repurpose existing content into platform-specific formats • Ensure all content aligns with provided brand guidelines and campaign direction • Assist in managing social media accounts across platforms • Schedule posts using tools such as Buffer, Hootsuite, Later, or similar • Monitor basic engagement and flag important interactions • Support community interaction based on client guidelines • Assist in setting up and scheduling email campaigns using platforms such as HubSpot, Mailchimp, or similar • Help organize marketing assets including images, copy, and templates • Ensure campaign materials are properly aligned before deployment • Support basic email list segmentation and updates • Assist in updating basic website content and landing pages • Ensure marketing pages reflect current campaigns and offers • Coordinate with designers or developers for asset updates when needed • Support implementation of simple content changes • Track campaign progress and assist in updating marketing timelines • Support basic reporting on content performance and engagement • Help organize marketing data and insights for internal review • Ensure marketing activities remain structured and on schedule • Assist with research, list building, and campaign preparation • Support internal marketing organization and documentation • Help maintain consistency across ongoing marketing initiatives • Provide ad hoc support as marketing needs evolve

• Financial Record Keeping & Data Entry: Record and organize financial transactions in accounting systems or spreadsheets, Ensure all entries are accurate, complete, and properly categorized • Accounts Payable Support: Assist in processing and tracking invoices and vendor payments, Ensure bills and expenses are properly logged and documented • Accounts Receivable Support: Track incoming payments and customer invoices, Update records on payment status and outstanding balances • Bank & Transaction Reconciliation Support: Assist in matching transactions with bank statements and records, Identify and flag discrepancies for review • Financial Documentation & Organization: Organize receipts, invoices, and financial documents, Maintain structured filing systems for financial records

• Set up, maintain, and update CRM systems such as GoHighLevel, HubSpot, Salesforce, or similar platforms • Ensure pipelines, contacts, and deal stages are properly structured and organized • Maintain clean and accurate CRM data across all records • Monitor system usage and ensure consistency across teams • Build and maintain structured pipelines for leads, deals, and customer journeys • Ensure leads are properly tracked through each stage of the CRM • Update deal statuses and ensure accurate reporting visibility • Assist in building and maintaining basic automation workflows within CRM or connected tools • Support trigger-based actions such as follow-ups, notifications, and pipeline updates • Ensure automations are functioning correctly and troubleshoot basic issues • Maintain documentation of workflows and system logic • Assist in connecting CRM tools with other platforms (forms, landing pages, email systems, etc.) • Ensure data flows correctly between systems • Support basic integration troubleshooting and updates • Help maintain consistency across connected tools • Assist in generating reports related to leads, sales activity, and pipeline performance • Identify inconsistencies or missing data and correct or escalate them • Support visibility into system performance and usage • Assist internal teams with CRM-related issues or questions • Implement system updates based on client requirements • Support ongoing improvements to workflows and operational systems

• Respond to customer inquiries via email, chat, or messaging platforms • Provide accurate, timely, and professional responses based on client guidelines • Assist customers with questions, concerns, or service-related issues • Escalate complex or sensitive cases to the appropriate internal team • Manage customer support tickets using platforms such as Zendesk, Freshdesk, or similar systems • Track, update, and resolve support cases in a timely manner • Ensure all customer interactions are properly documented • Follow defined workflows for issue resolution and escalation • Troubleshoot common customer issues based on provided processes • Coordinate with internal teams when resolution requires additional input • Ensure customers receive clear updates throughout the resolution process • Maintain a solution-oriented and professional communication style • Assist customers with order updates, service requests, or account-related questions (if applicable to client) • Ensure accuracy of customer information and requests • Maintain a smooth end-to-end customer experience • Maintain organized records of customer interactions • Assist with basic reporting or tracking of support metrics • Help improve support processes through feedback and observations

• Provide day-to-day administrative assistance to support smooth business operations. • Manage inboxes, organize files and document, and ensure information is properly structured and accessible. • Assist in maintaining internal systems and processes so tasks and communication remain organized and efficient. • Monitor and manage inboxes, ensuring emails are sorted, flagged, and responded to or escalated appropriately. • Draft and send professional responses based on client guidelines, maintaining clear and organized communication. • Manage calendars, schedule meetings, and coordinate appointments across teams or stakeholders. • Maintain accurate and up-to-date records across spreadsheets, CRMs, or internal tools. • Help organize and maintain internal tools, platforms, and documentation. • Track tasks, deadlines, and deliverables using project management tools such as Asana, ClickUp, Trello, or similar platforms.

• Maintain and update CRM systems such as HubSpot, Salesforce, or similar platforms • Ensure all leads, contacts, and opportunities are accurately recorded • Track deal stages and update pipeline status in real time • Monitor inbound leads and ensure timely follow-up • Execute follow-up sequences based on provided workflows • Nurture leads through email, messaging, or CRM tools • Schedule sales calls, discovery calls, and follow-ups • Assist in executing outbound messaging campaigns (email, CRM, or tools provided) • Track key sales activities such as calls, conversions, and pipeline movement • Organize sales documents, proposals, and templates

• Own all financial record keeping, occasional vendor communication, and transaction categorization • Record and reconcile all financial transactions accurately and on time • Process and manage credit card, bank, and other payment transactions • Collect and organize all invoices and receipts using Dext • Maintain books in QuickBooks Online — categorize every transaction correctly • Perform regular bank and credit card reconciliations • Review and understand what each business expense is for before categorizing it • Apply the correct chart of accounts categories consistently • Flag unusual, duplicate, or unclear charges for review • Prepare regular expense and cash flow summaries for the business owner • Maintain an accurate and up-to-date vendor/supplier database • Contact vendors directly by phone or email to clarify charges, billing discrepancies, or service details • Track contract terms, billing cycles, and renewal dates for all suppliers • Identify billing errors, duplicate charges, or subscriptions to review • Ensure vendor records include correct contact info, payment terms, and tax details

• Build and schedule email campaigns and simple automations in platforms such as HubSpot and Mailchimp (or similar tools) • Coordinate integrated campaigns across email, social, web, direct mail, and events • Draft, proof, and lightly edit marketing copy for emails, social posts, and basic landing pages • Create and schedule social media content on a consistent cadence • Repurpose existing assets into social-ready content • Track and summarize basic social and email analytics • Assist with the coordination of direct mail campaigns and branded kits • Support virtual and live event promotion through email and landing pages • Help build or update simple websites and landing pages • Monitor reviews, comments, and brand mentions • Serve as a right hand to the Proven team to keep deliverables on track • Maintain organized task lists, timelines, and status updates for internal initiatives