Job Description
The Opportunity
We are a high velocity, full service real estate and property management firm. We don’t just move fast; we move with precision. We are looking for a powerhouse Senior Executive Assistant who does more than manage a calendar. We need a systems builder and a problem solver who can serve as the "air traffic controller" for our executive and the entire team.
This is a high impact role for a professional who takes pride in creating order out of chaos and wants to be the backbone of a growing real estate empire.
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High-Impact Responsibilities
1. Executive Optimization (The Gatekeeper)
Strategic Communication: Manage all professional correspondence and phone interactions with high level etiquette, acting as the primary filter for the executive.
Masterful Calendar & Email Control: Not just scheduling, but actively protecting the executive’s time. You will triage emails, prioritize appointments, and ensure leadership focuses only on high value strategic goals.
Travel & Logistics: End to end management of complex local and international travel, logistics, and professional bookings with zero room for error.
Communication Hub: Handle high level calls and correspondence with clients, vendors, and team members, acting as a professional and seamless extension of the executive.
Ad-Hoc Project Leadership: Execute specialized research projects and coordinate corporate events or internal initiatives to maintain executive organization.
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2. Systems & Organizational Structure (The Architect)
Creating Systems: You won’t just follow a manual; you will write it. We need someone to build and refine our standard operating procedures to make our operations scalable.
Information Architecture: Maintain sophisticated digital and physical filing systems to ensure all business data is secure, audit ready, and instantly accessible.
Team Oversight: Be a guardian to our team members by monitoring deadlines, and maintaining a master collective team calendar to ensure no project stalls.
Problem Solving & Deal Sourcing: Use high level resourcefulness to find the "best value" for the business. Whether it’s negotiating with vendors, sourcing materials, or identifying service providers.
Data & Reporting: Maintain spreadsheets and databases (rental income, expenses) and generate periodic reports to track business health.
Resource Management: Track and manage internal expense records and mail, ensuring all financial documentation is categorized for periodic reporting.
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3. Property & Field Management (The Fixer)
On-Site Quality Control: Travel between local properties to conduct inspections, manage vendor access, pick up mail or rent, and personally verify that all on-site work meets our brand standards.
Operational Logistics: Lead the coordination of property specific projects, including scheduling maintenance, arranging staging, advertising open houses, and sourcing materials for minor renovations.
Transaction & Document Integrity: Manage the administrative lifecycle of real estate transactions by organizing contracts, tracking deadlines, and maintaining a secure, audit-ready filing system.
Guest & Hospitality Relations: Act as the lead point of contact for short term rental guests, resolving requests and issues promptly to maintain 5 star brand standards.
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Qualifications & DNA
Minimum Experience: 3+ years of Senior EA &/or Operations experience.
Real estate or property management experience is strongly preferred.
The "Systems" Mindset: You naturally look at a messy process and think, "How can I automate or document this?"
Urgency & Impact: This is a "hit the ground running" role. We require a candidate with the experience and confidence to take immediate ownership of these systems without extensive hand-holding.
Workflow automation: You are an expert in Google Workspace, Microsoft Office (Excel), and CRM tools.
Problem-Solving & Negotiation: You are a savvy researcher who knows how to find value and solve "impossible" problems independently.
Leadership: You are comfortable holding a team accountable to deadlines and maintaining an organized workflow for others.
Mobility: Must have a reliable vehicle and a valid driver’s license to travel between properties as needed.
Accountability & Integrity: You maintain strict confidentiality and demonstrate high integrity when handling sensitive financial or legal information.
Bonus Skills: Experience with social media, video editing, or graphic design is a major plus to assist with marketing initiatives
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Why This Role?
This isn't just a "sit at a desk" job. It’s a dynamic, mobile, and highly respected position. You will have the autonomy to build the organizational structure of the company and grow as the business expands.
Pay: $52,000.00-$62,000.00 per year
Application question(s):
This role requires a minimum of 3 years of experience supporting C-Suite or Senior-level executives. Please briefly describe your most recent Senior EA role, including the level of the executives you supported and one complex project you managed independently.
Language:
English (required)
Licence/Certification:
driver license (required)
Willingness to travel:
25% (required)
Work Location: In person
