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In the competitive world of real estate investing, managing time, focus, and administrative tasks effectively is critical to scaling your business. For many investors, having the right support—especially in the form of a proactive, skilled Executive Assistant (EA)—is transformative.
Jen Delamotte-Jones, founder of The Kick Assistant, offers powerful insights on building strong relationships with EAs to streamline operations, build a positive work culture, and ultimately generate more motivated seller leads.
Understanding the Value of a Proactive Executive Assistant
In today’s dynamic real estate landscape, finding an assistant who can manage the nuts and bolts of daily operations while keeping the business’s priorities on track is key. According to Jen, hiring for personality fit and teachability is as important as skill level. The goal is to find someone who genuinely aligns with your values and can grow with your company.
Why Relationship Matters More Than Skill Set
Jen highlights the importance of having an EA with whom you naturally click. Compatibility leads to trust, and that trust enables the EA to handle sensitive and strategic parts of your business, such as your inbox and calendar. Unlike virtual assistants (VAs), who may be task-specific, an EA is an extension of you, capable of taking initiative and supporting you in a more holistic and customized way. This relationship is a critical asset for business owners who need someone they can count on to understand, anticipate, and even shape their workflow.
"If you find someone who understands your communication style and respects your workflow, you can teach them almost any skill necessary to keep operations running smoothly." – Jen Delamotte-Jones
Key Roles and Responsibilities of an EA
An effective EA is not just about taking calls or managing emails. The role goes deeper, involving critical support in:
- Inbox and Calendar Management: Jen recommends having an EA who can declutter your inbox, identify priorities, and help you focus on tasks that align with your business goals. They should know your preferred tools and color-code your calendar, making it easy to visualize your schedule.
- Strategic Task Delegation: Instead of micromanaging, a strong EA operates autonomously, stepping in to prioritize tasks that keep you out of the weeds. They handle research, prepare meeting materials, and ensure that tasks are ready when you need them.
- Acting as a Right-Hand: The best EAs don’t wait to be told what to do. Instead, they anticipate your needs and find ways to support you without constant supervision. This proactive partnership can mean the difference between staying on top of your business and feeling constantly behind.
Finding the Right Fit: EA vs. VA
One common misconception among real estate investors is confusing the role of a VA with an EA. While both roles can support your business, the functions are distinct. VAs are typically task-oriented, often specialized in a particular area (like social media or Google Ads) and require detailed instructions. EAs, however, are designed to be adaptable, taking ownership of administrative and strategic responsibilities that align with your goals. If your goal is to find someone who can operate independently, an EA is the clear choice.
Building Trust and Communication
Trust is essential when working with an EA. This partnership involves access to sensitive information and requires a deep level of professional intimacy. Jen stresses that good communication is at the heart of every successful EA-executive relationship. Having a “Working with Me” document can set clear expectations for communication styles, preferred platforms, and task management, allowing for smoother and more efficient interactions.
Best Practices for Integrating an EA into Your Real Estate Business
1. Schedule Regular Meetings: Weekly check-ins help keep you aligned on priorities and provide your EA with the chance to update you on any tasks in progress. Jen advises that once-a-week meetings can be especially effective in maintaining momentum and ensuring your EA is focused on high-impact tasks.
2. Define Your Ideal Week: Create a framework for what your perfect week should look like, specifying where your time is best spent. For instance, time-blocking days for property research, lead calls, and administrative tasks gives your EA the structure they need to manage your calendar in alignment with your business goals.
3. Embrace the 10-80-10 Principle: Delegate the first 10% of a project by providing the objective and desired outcome. Let your EA handle the middle 80%, including all the research and preparation, and then wrap up the final 10% with a quick review and final adjustments. This approach optimizes time and leverages your EA’s strengths in research, organization, and presentation.
Qualities to Look for in a High-Impact EA
A standout EA brings not only organization and loyalty but also the confidence to push back constructively. They know how to challenge you respectfully and keep your objectives at the forefront, ensuring your time is spent in the most impactful way possible. For real estate investors especially, Jen emphasizes finding someone with a strong sense of initiative and adaptability.
Overcoming Common Hiring Mistakes
If you’re considering bringing on an EA, be wary of rushing the hiring process. Instead, focus on recruiting someone who aligns with your values, understands your work style, and can bring something fresh to the table. Many executives make the mistake of hiring someone who simply agrees with everything they say. Jen’s advice? Find someone willing to push you, provide critical feedback, and help you stay on track.
Scaling Your Real Estate Business with a Strategic EA Partner
A well-aligned EA can be an invaluable asset to your business, especially for real estate investors managing multiple deals, leads, and projects. The ultimate goal is to free up your time to focus on high-impact activities that generate motivated seller leads and drive growth. By fostering a strong partnership, you’ll benefit from an EA who proactively moves the needle in your business and enables you to achieve new levels of efficiency and success.
Build Your Real Estate Business with a Skilled EA
As a real estate investor, you don’t need to handle everything alone. Investing in a skilled, proactive EA can empower you to focus on what truly matters: building your business and generating motivated seller leads. Ready to take the next step? Discover how The Kick Assistant can connect you with the perfect EA to elevate your business.
