Operations & Real Estate Executive Assistant

AI Consulting & Real Estate Operations

About the Role

My client owns two growing businesses: an AI consulting company and a real estate investment business. I am looking for an experienced Operations & Executive Virtual Assistant who thrives on organization, accountability, and continuous improvement.

This is not a traditional administrative assistant role. I am looking for someone who enjoys taking ownership, improving processes, anticipating needs, and ensuring that day-to-day operations run efficiently with minimal supervision.

You will become my trusted operational partner, allowing me to focus on growing the business while you keep projects, priorities, communications, and operations moving forward.

During your first 30 days, you will help refine and optimize our property management operations. Once those systems are operating efficiently, your primary focus will shift toward supporting the operational growth of my AI consulting business.

Key Responsibilities

Executive Support:

• Manage multiple calendars, including two personal Google Calendars and one business calendar.
• Coordinate meetings, appointments, and scheduling priorities.
• Organize business priorities, projects, and action items.
• Track recurring deadlines, including subscriptions, licenses, certifications, renewals, and compliance requirements, using Rocket Money, email notifications, and other business systems.
• Prepare lease renewals, reports, correspondence, and recurring business documents using established templates.
• Organize and maintain digital files, contracts, and business documentation.
• Keep projects organized and proactively communicate priorities, risks, and upcoming deadlines.
• Follow up on outstanding action items to ensure they are completed on time.

Business Operations:

• Serve as the primary point of coordination for daily business operations.
• Coordinate communications with AI consulting clients, students, tenants, vendors, contractors, and strategic partners.
• Support onboarding for new AI consulting clients and students, ensuring they receive timely communication, required resources, and a positive client experience.
• Ensure AI consulting client records remain accurate, complete, and up to date by coordinating with the Technical Support & Customer Success Specialist as needed.
• Monitor business goals, KPIs, operational priorities, and recurring business activities.
• Maintain and continuously improve Standard Operating Procedures (SOPs).
• Research and apply for speaking engagements, podcasts, networking events, partnerships, and other business development opportunities.
• Assist with coordinating marketing initiatives, cohort communications, and client follow-up to help ensure projects remain on schedule.
• Track outstanding action items and proactively follow through until completion.
• Identify opportunities to improve business processes and operational efficiency(ongoing).

Property Management Operations:
Initially, you will focus on optimizing and organizing our property management operations using Buildium. Once these systems are refined, property management responsibilities will represent approximately 10 percent of your weekly workload.

Responsibilities include:

• Review, refine, and optimize Buildium workflows.
• Learn Buildium features and recommend improvements that increase efficiency.
• Coordinate tenant maintenance requests from submission through completion.
• Communicate professionally with tenants, contractors, and vendors.
• Review vendor invoices and maintain accurate property records.
• Monitor rental payments, maintenance expenses, and late fees.
• Verify tenant documentation, including annual renter's insurance, lease renewals, and other compliance requirements.
• Ensure tenants utilize the Buildium portal correctly, particularly for submitting maintenance requests and required documentation.
• Maintain organized property records, vendor information, and lease documentation.
• Monitor recurring property deadlines and proactively follow through until completed.

Ideal Candidate:

• You naturally take ownership rather than waiting for instructions.
• You enjoy organizing complex information, improving processes, and creating systems that allow businesses to scale.
• You have excellent follow-through, communicate professionally, and are comfortable managing multiple priorities across two businesses.

Preferred Experience:

• Executive Assistant, Operations Coordinator, or Operations Manager experience.
• Property management experience.
• Buildium experience strongly preferred.
• Experience developing, documenting, and maintaining Standard Operating Procedures (SOPs).
• Experience supporting entrepreneurs, consultants, or small business owners.
• Comfortable using AI productivity tools such as ChatGPT and Claude to improve efficiency.

This is a long-term opportunity for someone who enjoys becoming a trusted partner and helping businesses operate more efficiently while contributing to their continued growth.

How to Apply:
Please send your resume, portfolio, and a CURRENT video introduction (no exceptions) speaking on a time you assisted your CEO with their property management, acknowledge review of the job description and salary, and use at least 8 apply points.