Chief of Staff Virtual Assistant

Job Overview

We are looking for a reliable, organized, and resourceful Chief of Staff Virtual Assistant to help manage daily administrative tasks across multiple businesses.

The ideal candidate is proactive, detail-oriented, creative, and able to complete assignments independently.

Preferably someone with a Master's Degree or Extensive Experience.

Responsibilities

Real Estate: Prepare leases, track renewals, organize documents, and communicate with tenants and vendors.

Graphic Design: Create flyers, social media graphics, signs, and marketing materials using Canva.

Scheduling: Manage calendars, book appointments, coordinate meetings, and send reminders.

Quotes & Research: Contact vendors, request quotes, compare prices, and research products and services.

Phone Calls & Email s: Make business calls, follow up with vendors and customers, and handle routine correspondence.

Administrative Tasks: Data entry, document preparation, organizing files, updating spreadsheets, and completing repetitive tasks.

Project Support: Track assignments, follow up on deadlines, and assist with special projects.

Process Improvement: Use AI and automation tools to simplify recurring tasks.

Qualifications

Experience in virtual or administrative assistance.

Proficient in Canva, Microsoft Office, and Google Workspace.

Excellent written and verbal English communication.

Strong organizational and time-management skills.

Comfortable making phone calls and communicating with vendors.

Able to work independently and manage multiple priorities.

Experience with real estate administration is a plus.

Ideal Candidate

We want someone who takes initiative, solves problems, follows through, and doesn't need constant supervision.

Our goal is to find someone who can take tasks off the owner's plate and get them done from start to finish.

To Apply

Please submit your resume, availability, examples of Canva designs, and answer these 3 questions:

1. Problem-Solving & Independence
I give you a task you've never done before, with limited instructions. How would you approach completing it? Give a real example of when you've done this.

2. Organization & Follow-Through
You're given 10 tasks involving appointments, vendor quotes, phone calls, lease documents, and graphic design. How would you organize, prioritize, and track everything to ensure nothing gets missed?

3. Practical Skills & Resourcefulness
Tell me about your experience with Canva, AI tools, real estate documents, and making business calls. Which are you strongest in, and what specific projects have you completed?