Part-Time Executive Assistant + Marketing & Operations Coordinator

Xenia Stays is a luxury short-term rental management company delivering 5-star experiences to guests and premium service to high-net-worth property owners. We operate across Airbnb, VRBO, Guesty for Pros, and our direct booking website — and we hold ourselves to the highest standards of hospitality, communication, and professionalism.
We are fast-growing and need a right-hand person who can run with us — not just follow a checklist.
"We don't want task-takers. We want strategic thinkers who anticipate needs, solve problems before they escalate, and take ownership as if this is their own business."

THE ROLE
This is not a standard VA position. You will operate as a hybrid Senior Guest Operations Manager, Executive Assistant to our CEO, and Luxury Brand Manager. You will own your responsibilities end-to-end and be expected to identify gaps, propose solutions, and execute without being micromanaged.

Guest Operations & Communications

Manage all guest communications across Airbnb, VRBO, Guesty for Pros, and our direct booking website — before, during, and after each stay
Resolve urgent and sensitive guest issues with poise, professionalism, and a guest-first mindset
Monitor guest inquiries in real time and respond within platform-required windows
Coordinate with cleaning, maintenance, and operations teams to ensure timely turnovers and perfect home readiness
Monitor and uphold SOPs, checklists, and company standards to deliver consistent 5-star experiences
Take initiative during off-script or high-pressure situations and implement preventative solutions
Prepare operational reports, identify patterns, and suggest improvements to leadership
Xenia Stays | Remote | 3 Hours Per Day

About Xenia Stays

Xenia Stays is a luxury vacation rental management company focused on exceptional hospitality, beautiful homes, and creating memorable guest experiences.

We are looking for an exceptionally organized, proactive Executive Assistant + Marketing & Operations Coordinator to support our founders and help keep the administrative side of our business running smoothly.

This is not a guest-services position and you will not be responsible for managing day-to-day guest issues.

Your primary responsibility is simple:

Help our founders get their time back.

We want someone who is constantly thinking:

“What can I take off their plate?”

“What are we waiting on?”

“What needs to be followed up on?”

“What can I organize before they even ask?”

“What are Melissa and Zev spending time on that I can handle instead?”

If you are someone who waits for assignments, this is probably not the right position.

If you naturally organize, follow up, anticipate needs, create systems, and enjoy making busy executives more effective, we would love to meet you.

Project & Operations Management

Own and manage all company projects in ---------- — creating boards, tracking progress, assigning tasks, and following up with team members
Collaborate cross-functionally to ensure nothing falls through the cracks
Build and maintain SOPs and training documentation
Manage vendor relationships and owner communications with a luxury-brand tone

Executive Assistant to CEO

This is a part-time position of approximately 3 hours per day.

You will work closely with Xenia's founders, Melissa and Zev, supporting both business administration and executive/personal-assistant responsibilities.

The role has three primary areas:

1. Executive & Administrative Support

Help Melissa and Zev stay organized and focused on the highest-value areas of the business.

Responsibilities may include:

Managing calendars, meetings, reminders, and follow-ups
Keeping track of important deadlines
Preparing agendas and organizing meeting notes
Following up with team members after meetings
Organizing documents, information, files, and projects
Researching vendors, products, services, or business needs
Coordinating appointments and reservations
Helping manage business and occasional personal administrative tasks
Drafting email s and communications
Tracking outstanding requests
Making sure commitments don't fall through the cracks
Proactively checking in with Melissa and Zev
Identifying administrative tasks that can be removed from their plates

We want someone who doesn't just ask:

“What do you need me to do today?”

We want someone who eventually says:

“Here are the things I already handled for you today, here is what I'm following up on, and here are the three things I need from you.”

Support the CEO with scheduling, email management, meeting preparation, and follow-ups
Draft high-level communications on behalf of the CEO to partners, owners, and vendors
Conduct research, compile reports, and prepare briefings as needed
Act as a trusted right-hand who can represent the CEO's standards and voice in all communications

Marketing & Brand Growth

Manage and grow our luxury STR social media accounts (Instagram, Facebook , linkedin)
Create or coordinate content that positions our properties and brand as premium, aspirational experiences
Engage authentically with followers, respond to comments and DMs, and build community
Identify trends and implement strategies to grow reach, engagement, and direct bookings
Support email marketing campaigns and direct booking funnel efforts

Strong ---------- experience is required.

You should be comfortable using ---------- as more than a basic to-do list.

You will help:

Create and organize boards
Maintain tasks and projects
Assign owners and due dates
Track outstanding items
Follow up on overdue items
Maintain status updates
Create recurring workflows
Improve board organization
Identify tasks that are stuck or haven't been followed up on
Help leadership see what needs attention
Hold administrative projects accountable through completion

Experience supporting operations or project management is strongly preferred.

You should understand the difference between:

“I sent the message.”

and

“The task is complete.”

For us, complete means:

Resolved → Verified → Documented → Communicated → Closed

REQUIREMENTS
Non-Negotiables:

REQUIRED EXPERIENCE

Must have:

Previous Executive Assistant, Operations Coordinator, Project Coordinator, or similar experience
Hands-on ---------- experience
Strong administrative and organizational experience
Social-media management experience
Excellent written English
Experience managing multiple deadlines and follow-ups
Strong Google Workspace experience
Experience working independently in a remote environment
Project-management experience
Marketing experience
Canva
Instagram/Reels

Strongly preferred:
Hospitality or short-term-rental experience
Operations experience
Breezeway
Slack
AI tools such as ChatGPT
Experience supporting founders, executives, or entrepreneurs
A track record of working independently without daily oversight
Reliable internet, professional home office setup, available during US business hours (EST or PST)
Work 11am-2pm PST Monday-Friday and hours can increase

Strong Pluses:

Experience with luxury hospitality or high-end STR companies
Social media content creation and brand management (Instagram, Facebook , TikTok)
Background in executive assistant or C-suite support roles
Familiarity with breezeway, pricelaps, or similar STR tools
Experience creating or managing email marketing campaigns

WHO YOU ARE

You see problems before they happen and act without being told
You write with clarity, warmth, and professionalism — your messages make people feel taken care of
You treat every guest issue like it's happening at your own home
You own your work entirely — no excuses, no hand-holding
You are obsessively organized and nothing falls through the cracks on your watch
You are as comfortable managing a ---------- sprint board as crafting a luxury Instagram caption
You thrive in fast-paced environments and adapt quickly to new tools and processes

WHAT WE OFFER

Competitive pay: $3.75–hour depending on experience (15 hrs/week)
A direct working relationship with our CEO — your work matters and will be recognized
A collaborative, high-standards culture that values excellence and initiative
Access to premium tools, SOPs, and a well-organized operational foundation

HOW TO APPLY
To be considered, please submit ALL of the following. Applications missing any item will not be reviewed.

An updated resume with relevant experience highlighted
A short video introduction (2–3 minutes): Tell us about your about your experience as an executive assistant and marketing expert, and give one example of a time you solved a problem without being asked to and how you will free up my time as the CEO

Applications that impress us will be heard, not just scanned. Show us how you think.
Send to: ----------
Subject line: "Your EA — [Your Name] —I will Protect your time "