Administrative Assistant

Job Summary
The Administrative Assistant provides high-level remote administrative and operational support. This role is critical in helping the team stay organized, data-informed, and execution-focused.
You will assist with reporting, vendor coordination, property onboarding documentation, inventory tracking, compliance organization, project management, and operational follow-through. This is not just a task-based role. We are looking for someone who thinks ahead, flags issues early, and helps keep operations running smoothly behind the scenes.
The ideal candidate is detail oriented, proactive, tech savvy, and comfortable working independently in a fast paced hospitality environment.

Key Responsibilities

Executive Support
• Manage calendar scheduling, meeting coordination, and reminders
• Prepare meeting agendas and document action items
• Track project deadlines and ensure follow-through
• Organize contracts, compliance documents, and operational files
• Draft emails, SOP updates, and internal communications
Operations Coordination
• Maintain property onboarding checklists and timelines
• Track property launch readiness milestones
• Monitor maintenance and inspection logs
• Assist in vendor coordination and follow-up communication
• Track operational tasks across departments

Reporting and Data Management
• Compile weekly and monthly KPI reports
• Maintain operational dashboards and spreadsheets
• Track vendor expenses and operational costs
• Assist with budget tracking and expense categorization
• Identify inconsistencies in reports and flag them proactively
Vendor and Inventory Tracking
• Maintain vendor contact database and service records
• Track contract renewals and required documentation
• Monitor supply levels and restocking logs
• Collect and organize vendor quotes for review

Technology and Systems Support
• Maintain records of property tech setups including WiFi, smart locks, and security systems
• Assist in updating internal SOPs and workflow documentation
• Support system audits to ensure data accuracy
• Help implement new tools and process improvements

Bookkeeping and Financial Support
• Organize and categorize receipts and invoices
• Maintain digital expense logs and upload documentation to accounting systems
• Assist with transaction categorization in bookkeeping software
• Track operational expenses against budget allocations
• Prepare weekly and monthly expense summaries for review
• Assist in reconciling vendor invoices with completed services
• Maintain organized financial documentation for audit readiness
• Support preparation of basic financial and operational performance reports
Note: This role supports bookkeeping and financial organization but does not replace a licensed accountant or CPA.

Qualifications
• 2+ years experience as a virtual assistant, executive assistant, or operations support specialist
• Strong proficiency in Google Workspace, spreadsheets, and project management tools
• Experience in property management, hospitality, or short-term rentals preferred
• Excellent written communication skills
• Strong organizational and time management abilities
• High level of accountability and discretion
• Comfortable working independently with minimal supervision

Preferred Traits
• Proactive and anticipates needs before being asked
• Detail oriented and process driven
• Analytical and comfortable working with numbers
• Calm under pressure
• Resourceful and solution oriented

Working Structure
• Remote independent contractor role
• Must overlap with Eastern Time business hours
• Flexible schedule with responsiveness during core hours
• Performance based growth opportunities

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What Success Looks Like in This Role
• The Executive has clear visibility into projects, budgets, and operational metrics
• Deadlines are tracked and followed up without reminders
• Documentation is organized and easy to access
• Vendor and onboarding workflows run smoothly
• Operational issues are flagged early before they escalate