Executive Assistant

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

What awaits you upon securing the position?

• Attractive compensation

• Assured allowances

• Leave credits

• Overtime Pay

• Night differential benefits

• Comprehensive health and life insurance upon hiring, covering one free dependent

• Special anniversary incentives

• 13th-month salary bonus

• We provide the necessary equipment

Other Details

• Full Time

• Permanent WFH set-up

• Job Type: Full-time