ROLE SUMMARY

Our client, a dynamic real estate investment firm with properties across the US and Canada, is seeking a highly organized and proactive Executive Assistant to support the Director of Operations. This role will report directly to the Director of Operations and will play a critical role in managing administrative tasks, communication, and operational coordination.

This is a long-term, full-time remote opportunity ideal for someone who thrives in a fast-paced, entrepreneurial environment. The successful candidate will be an exceptional communicator, detail-oriented, and capable of handling various administrative responsibilities with professionalism and discretion.

WORK SCHEDULE: 9:00 AM – 6:00 PM Central Daylight Time (10:00 PM – 7:00 AM Philippine Standard Time), follows Philippine holidays

POSITION TYPE: Full Time

WORK ARRANGEMENT: Remote

ESSENTIAL FUNCTIONS:

• Perform the following inbox and calendar management tasks:
• Monitor and manage the executive’s inbox, prioritize messages, and draft responses on her behalf when appropriate
• Schedule and manage meetings, appointments, and events, ensuring all logistics and materials are prepared in advance
• Identify scheduling conflicts and resolve them promptly
• Add action items from emails to ClickUp for visibility
• Perform the following administrative support tasks:
• Prepare and format reports, presentations, and correspondence
• Manage digital filing systems, ensuring important documents and communications are organized and accessible
• Assist in preparing agendas, taking meeting notes, and tracking action items
• Handle data entry and maintain accurate records related to property operations and management
• Perform the following communication and coordination tasks:
• Act as the point of contact for internal and external stakeholders, providing timely and professional communication
• Assist in coordinating with vendors, contractors, and property managers across different regions (Austin, Florida, Texas, and Quebec)
• Follow up on outstanding items and ensure tasks and deadlines are tracked and completed
• Perform the following project and task management tasks:
• Support the executive in day-to-day task execution by creating and managing to-do lists and reminders
• Assist with ad hoc projects, including property onboarding and administrative research
• Lead administrative projects under the Director of Operations
• Assist the Director of Operations in building and updating the knowledge base of the company
• Identify opportunities for improving administrative processes and propose solutions
• Perform the following tasks to ensure confidentiality and compliance:
• Maintain strict confidentiality of sensitive business and personal information
• Ensure all documentation and communication meet internal compliance standards

QUALIFICATIONS:

• A bachelor’s degree in the related field is preferred
• 3+ years of experience as an executive assistant or similar administrative support role
• Experience working with remote teams and executives in dynamic, fast-paced environments
• Previous experience in real estate or property management is a plus
• Experience with HubSpot is a plus, but not required
• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint) and Google Suite; experience with project management tools (e.g., ClickUp) is a plus
• Excellent written and verbal communication skills
• Ability to learn new tools quickly
• Strong time management and organizational skills with a high level of attention to detail
• Ability to anticipate needs, think critically, and offer solutions to problems proactively
• Self-starter who can work independently with minimal supervision

Please refer to job description.