Executive Virtual Assistant (Integrator-style)

Role Overview
We are seeking a highly organized, detail-oriented Executive Assistant / Integrator (Real Estate + Rentals | Operations + Admin + Light Bookkeeping) to support a fast-growing real estate and rental property business. This is a full-time role for someone who can learn the ins and outs of the business, implement systems, and keep day-to-day operations moving while the owner focuses on growth.
The ideal candidate is process-driven, proactive, and confident communicating with
vendors/contractors by phone, coordinating tasks with a property management company, and
handling administrative and bookkeeping support.

Key Responsibilities
1) Operations / Integrator Support
● Act as the owner's right hand to keep tasks, follow-ups, and projects organized
● Create structure and processes for recurring workflows
● Track priorities, action items, and deadlines; ensure tasks don't fall through the cracks
● Provide daily organization support (help set the plan/schedule for the day)

2) Communication & Vendor Coordination (Phone + Email)
● Communicate with contractors/vendors to coordinate work (no negotiating deals)
○ Example: scheduling repairs, sharing access instructions, confirming timelines
● Coordinate with the property management company (no tenant communication required)
● Serve as a reliable point of contact for operational updates and status tracking
● Maintain clear communication loops and keep the owner informed

3) Shared Inbox & Admin Management
● Manage a shared team inbox (not personal email access)
● Monitor inbound requests, respond where appropriate, and flag items needing owner input
● Create drafts, organize email threads, and maintain timely communication

4) Calendar & Scheduling Support
● Calendar management: schedule appointments, coordinate meetings, manage changes
● Assist with meeting preparation and basic follow-up notes/tasks as needed

5) QuickBooks + Billing Support (Nice-to-Have / Will Train)
● Support QuickBooks tasks such as:
○ Categorizing transactions (with guidance)
○ Light reconciliation support
○ Paying bills as needed
● Send invoices and follow up on payment status when requested
(QuickBooks experience is a strong plus; willingness to learn is required.)

6) Coordination of Property Tasks & Inspections
● Help coordinate inspections and maintenance workflows with the property manager
● Ensure notices are sent on time and inspections are scheduled appropriately
● Track progress and confirm completion of work

Required Qualifications (Must-Have):
• 3+ years experience supporting an executive or business owner
• (EA/Operations/Integrator-style support)
• Strong organization and task management skills (process-oriented, detail-driven)
• Comfortable communicating via phone with contractors and vendors
• Excellent English communication (clear, professional, easy to understand)
• High ownership mindset: proactive, reliable, and able to work independently
• Strong tech skills and ability to learn systems quickly

Preferred / Nice-to-Have:
• Spanish speaking (preferred due to frequent contractor interactions)
• Real estate / property management / rentals experience
• QuickBooks experience (or bookkeeping background)
• Google Workspace proficiency (Gmail, Docs, Sheets, Drive)
• Basic Canva skills (light design support as needed)

Tools & Systems:
• Google Workspace (Docs, Sheets, Drive, shared inbox)
• QuickBooks (preferred)
• Contractor communication via phone + email
• Translator tools may be used when needed (for Spanish-only vendors)

What Success Looks Like:
• Owner is freed from daily admin + coordination tasks
• Contractors and property manager receive clear instructions and timely follow-ups
• Shared inbox stays organized with prompt responses and clear escalation
• Calendar runs smoothly with minimal owner involvement
• Bookkeeping/admin tasks are handled consistently and accurately
• Operations stay "held together" as the business grows

Why Join Assist World?

100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM