Executive & Operations Assistant

*NOTE: Must submit a voice recording in initial email. Applications will not be considered otherwise.

ABOUT THE ROLE

I am seeking a highly capable Real Estate Operations Manager / Executive Assistant to manage the moving pieces across 17 rental units, ongoing renovations, contractors, tenants, and emerging business opportunities. I do not need a high-level "business strategist" or a generic data-entry virtual assistant; I need a relentless executor with analytical skills. You will act as a "second brain" for tracking and a "right hand" for execution.

ROLE BREAKDOWN

• 60% Operations Execution: Coordinating contractors, overseeing repairs, gathering quotes, making purchases, managing deadlines, and driving tasks to completion.

• 25% Executive Support: Managing inbox, calendar, priorities, meeting prep, and personal scheduling.

• 15% Analysis & Systems: Maintaining spreadsheets, property reporting, drafting SOPs, comparing costs, and improving processes.

KEY RESPONSIBILITIES

• Project & Property Management: Maintain a master dashboard for every property, project, and open loop.

• Vendor Coordination: Coordinate contractors, inspections, deliveries, and repairs. Follow up relentlessly until work is actually completed.

• Financial & Legal Tracking: Collect and compare estimates, track leases, rent issues, insurance, permits, and legal deadlines.

• Reporting: Prepare weekly property-level cash and operating summaries; surface exceptions (what is late, over budget, or requires a decision).

• Administration: Organize invoices, receipts, contracts, and closing documents. Manage the executive inbox, calendar, and task list.

• System Building: Create repeatable systems for maintenance, turnovers, renovations, and purchasing. Turn ideas into assigned actions with owners and deadlines.

REQUIREMENTS & QUALIFICATIONS

• Experience: Proven experience in U.S. property management, construction coordination, or as a real estate assistant. Experience managing multiple projects simultaneously.

• Communication: Excellent spoken English; comfortable and confident making calls to tenants, contractors, attorneys, and lenders.

• Technical Skills: Strong Google Sheets skills with basic financial reasoning. Comfortable using Notion, Google Workspace, property-management software, and AI tools.

• Disposition: Assertive and persistent with vendors. Calm under pressure when information is incomplete or people are unresponsive. Independent problem-solver.

WHO SHOULD NOT APPLY

• Candidates looking for standard data-entry or social-media roles.

• Those who require step-by-step instructions for every action or confuse "sending a follow-up email" with actually achieving the outcome.

• Individuals who are uncomfortable making phone calls or cannot interpret quotes, invoices, and leases.