Real Estate Operations Executive Assistant

The Executive Assistant will provide structured administrative and operational support to a multi-state real estate investor managing 16 rental properties (short-term, mid-term, and long-term), alongside a development project and real estate coaching activities.

The VA’s primary focus is rental operations stability and system optimization. This includes managing 4 property calendars, protecting availability, coordinating guest and tenant communication, organizing inbox workflows, building SOPs, and ensuring seamless execution across all rental types. Supporting social media management, CRM and automation management, and coordination of FB ads.

This is not a traditional scheduling-only Executive Assistant role. It is an operations-driven role centered on revenue protection, calendar accuracy, system creation, and proactive problem-solving.

DUTIES & RESPONSIBILITIES

Email & Communication Management

• Manage communication (rental business properties and personal related inboxes)
• Filter, prioritize, and draft responses.
• Escalate only high-level decision items.
• Surface urgent booking or tenant matters immediately.
• Maintain structured inbox systems to prevent missed items.

Rental Calendar & Availability Management

• Manage calendars for short-, mid-, and long-term rental properties.
• Ensure platform synchronization to prevent double bookings.
• Protect revenue through strict calendar accuracy.

Tenant & Guest Operations

• Respond to Airbnb, Vrbo and direct booking inquiries.
• Coordinate tenant screening and onboarding.
• Manage CRM updates and booking workflows.
• Ensure timely and professional guest communication.
• Track renewals, lease timelines, and stay durations.

SOP Development & System Optimization

• Create and document repeatable workflows.
• Identify inefficiencies in rental operations.
• Implement process improvements proactively.
• Maintain structured task tracking systems.

Development & Project Coordination

• Track development milestones and follow-ups.
• Coordinate vendor communication.
• Ensure deadlines are monitored and surfaced.
• Provide organized reporting on project status.

Social Media & Marketing Support

• Schedule and manage social media content, engagement and ads (facebook and instagram)
• Send out monthly newsletters, content created through AI.
• Create marketing visuals using Canva on a weekly basis, content also created through AI.
• Assist with CRM and website coordination.
• Support online presence for rental and coaching brands.

Requirements:
Executive & Operations Experience (Non-Negotiable)

• Proven experience as an Executive Assistant, Virtual Assistant, or Operations Manager for a minimum of 1 year.
• Experience supporting business owners or entrepreneurs.
• Real estate, property management, social media experience preferred.

Organization & Systems Thinking (Non-Negotiable)

• Highly organized and detail-oriented.
• Skilled at creating SOPs and workflows.
• Able to manage multiple moving parts without oversight.

Proactive & Strategic Mindset (Non-Negotiable)

• Anticipates needs before being asked.
• Identifies inefficiencies and proposes solutions.
• Thinks beyond tasks toward business improvement.

Communication Skills (Non-Negotiable)

• Excellent written and verbal English.
• Professional tone with tenants, vendors, and partners.
• Clear, concise summaries and reporting.

Execution & Reliability

• Takes pride in completing tasks quickly and accurately.
• Able to manage multiple priorities without sacrificing quality.
• Self-motivated, reliable, and takes full ownership of responsibilities.

TOOLS NEEDED:

• Google Workspace (Gmail, Calendar, Drive, Voice)
• Paradise by the Bay website (Squarespace or WordPress)
• Airbnb / Vrbo
• PriceLabs
• Properly
• Schlage
• Canva
• Truvi
• Boostly / GoHighLevel CRM
• ChatGPT
• DocuSign
• Apartments.com
• Zillow
• Furnished Finder
• Keycheck
• StayFi
• WhatsApp
• Reliable high-speed internet with backup connection

Benefits:
• PTO
• HMO
• Fully Remote Work
• 45,000 - 55,000