Virtual Assistant (CSO)

About The Plugs IO 

The Plugs IO is a premium operations and growth agency. We build the systems, processes, automations, content pipelines, and brand infrastructure, that help mission-driven founders, coaches, nonprofits, and real estate professionals scale with clarity and precision. 

Nonprofit clients represent a significant and valued part of who we serve. They carry big missions and operate lean. This VA role exists to give those organizations the operational backbone they need to move with the same precision and consistency as any high-performing business. 

Our Values — M.C.B.E.E.S. 

Maintain Humility  ·  Commit to Completion  ·  Be Innovative  ·  Evolve & Adapt  ·  Elevate Others  ·  Serve with Excellence 

Role Overview 

We're hiring a VA to support the CSO of The Plugs IO in two integrated capacities: executive operations support and specialized administrative support for real estate and insurance activities. 

This is a dual-track role. On the executive side, you'll manage communications, scheduling, research, and coordination. On the industry side, you'll handle the administrative workflows specific to real estate transactions and insurance client management, including document preparation, CRM upkeep, follow-up coordination, and compliance-aware filing. 

The right candidate understands how both worlds work, operates with precision in both, and doesn't need to be told where one ends and the other begins. 

Primary Responsibilities 

Executive Support — CSO 

• Manage the CSO's calendar, scheduling, and meeting coordination, protect strategic focus time 

• Monitor and manage email communications, triage, draft responses, and flag priority items 

• Capture action items from meetings and strategic conversations, assign and track to completion

• Prepare briefing documents, presentations, and research summaries for strategic initiatives 

• Coordinate cross-functional requests from the CSO to internal teams, track and follow up 

• Maintain organized digital files and records in OneDrive and SharePoint 

Real Estate VA Support 

• Prepare, organize, and track real estate transaction documents, listing agreements, disclosures, purchase contracts, and closing checklists 

• Coordinate communications between agents, clients, lenders, title companies, and other transaction parties 

• Maintain and update CRM with client records, transaction milestones, and follow-up triggers 

• Schedule property showings, inspections, appraisals, and closing appointments 

• Send client follow-up communications, status updates, and milestone notifications 

• Track and flag key transaction deadlines, contingency periods, closing dates, document due dates 

• Conduct market research and compile property data, comp reports, and listing summaries as needed

Insurance VA Support 

• Manage insurance client records, policy details, renewal dates, coverage summaries, and contact information 

• Prepare and send client-facing documents, quotes, coverage comparisons, policy summaries, and renewal notices 

• Coordinate with insurance carriers, underwriters, and clients on applications, approvals, and changes 

• Track policy renewal schedules and trigger follow-up outreach in advance of expiration 

• Assist with claims coordination, document collection, status updates, and communication routing 

• Maintain compliance-aware filing, ensure all documents are stored correctly and accessible 

Communication & Coordination 

• Communicate professionally with clients, vendors, and partners across both industries on behalf of the CSO 

• Maintain brand-aligned, professional tone in all external communications 

• Manage follow-up sequences to ensure nothing goes unanswered or untracked 

• Handle sensitive client and transaction information with complete discretion 

What This Role Requires 

• Prior experience in real estate administrative support OR insurance VA/support roles (at least one is required) 

• Strong working knowledge of real estate or insurance transaction workflows, documentation, and terminology

• Exceptional organizational skills, you are managing two specialized pipelines simultaneously 

• Proficiency in Microsoft 365: Outlook, Teams, Planner, SharePoint, OneDrive, Word 

• Familiarity with CRM systems (real estate or insurance-specific platforms a strong plus) 

• Excellent written communication, client-facing correspondence must be polished and professional 

• Absolute discretion, this role handles confidential financial and personal client data 

Nice to Haves 

• Experience supporting both real estate and insurance simultaneously 

• Familiarity with real estate platforms (MLS, Docusign, or similar) 

• Experience with insurance platforms (AMS360, Hawksoft, or similar) 

• Background in executive support for a C-suite leader 

What This Role Is Not 

Clarity on Scope 

This is not a program director or fundraising strategist role. Not a grant writer, though you will support the process. Not a role where "close enough" is acceptable when donor trust and compliance are on the line.  Nonprofit clients often operate with limited bandwidth and high stakes. This role exists to give them precision, reliability, and excellence, the same standard we hold across everything we do at The Plugs IO.