Senior Virtual Assistant Guest Operations | Executive Support | Marketing & Brand

Xenia Stays is a luxury short-term rental management company delivering 5-star experiences to guests and premium service to high-net-worth property owners. We operate across Airbnb, VRBO, Guesty for Pros, and our direct booking website — and we hold ourselves to the highest standards of hospitality, communication, and professionalism.
We are fast-growing and need a right-hand person who can run with us — not just follow a checklist.
"We don't want task-takers. We want strategic thinkers who anticipate needs, solve problems before they escalate, and take ownership as if this is their own business."

THE ROLE
This is not a standard VA position. You will operate as a hybrid Senior Guest Operations Manager, Executive Assistant to our CEO, and Luxury Brand Manager. You will own your responsibilities end-to-end and be expected to identify gaps, propose solutions, and execute without being micromanaged.

Guest Operations & Communications

Manage all guest communications across Airbnb, VRBO, Guesty for Pros, and our direct booking website — before, during, and after each stay
Resolve urgent and sensitive guest issues with poise, professionalism, and a guest-first mindset
Monitor guest inquiries in real time and respond within platform-required windows
Coordinate with cleaning, maintenance, and operations teams to ensure timely turnovers and perfect home readiness
Monitor and uphold SOPs, checklists, and company standards to deliver consistent 5-star experiences
Take initiative during off-script or high-pressure situations and implement preventative solutions
Prepare operational reports, identify patterns, and suggest improvements to leadership

Project & Operations Management

Own and manage all company projects in ---------- — creating boards, tracking progress, assigning tasks, and following up with tea ---------- mbers
Collaborate cross-functionally to ensure nothing falls through the cracks
Build and maintain SOPs and training documentation
Manage vendor relationships and owner communications with a luxury-brand tone

Executive Assistant to CEO

Support the CEO with scheduling, email management, meeting preparation, and follow-ups
Draft high-level communications on behalf of the CEO to partners, owners, and vendors
Conduct research, compile reports, and prepare briefings as needed
Act as a trusted right-hand who can represent the CEO's standards and voice in all communications

Marketing & Brand Growth

Manage and grow our luxury STR social media accounts (Instagram, Facebook, linkedin)
Create or coordinate content that positions our properties and brand as premium, aspirational experiences
Engage authentically with followers, respond to comments and DMs, and build community
Identify trends and implement strategies to grow reach, engagement, and direct bookings
Support email marketing campaigns and direct booking funnel efforts

REQUIREMENTS
Non-Negotiables:

Minimum 3 years of VA, operations, or hospitality management experience
Proven hands-on experience with Guesty for Pros (must be able to demonstrate knowledge)
Demonstrated expertise with ---------- — board creation, automations, and project tracking
Exceptional written English — guest-facing and executive-level communications
Experience managing Airbnb and/or VRBO listings and guest communications
A track record of working independently without daily oversight
Reliable internet, professional home office setup, available during US business hours (EST or PST)
Work graveyard shift 7am-3pm PST

Strong Pluses:

Experience with luxury hospitality or high-end STR companies
Social media content creation and brand management (Instagram, Facebook, TikTok)
Background in executive assistant or C-suite support roles
Familiarity with breezeway, pricelaps, or similar STR tools
Experience creating or managing email marketing campaigns

WHO YOU ARE

You see problems before they happen and act without being told
You write with clarity, warmth, and professionalism — your messages make people feel taken care of
You treat every guest issue like it's happening at your own home
You own your work entirely — no excuses, no hand-holding
You are obsessively organized and nothing falls through the cracks on your watch
You are as comfortable managing a ---------- sprint board as crafting a luxury Instagram caption
You thrive in fast-paced environments and adapt quickly to new tools and processes

WHAT WE OFFER

Competitive pay: $3.75–$4.50/hour depending on experience (30 hrs/week)
A stable, long-term role with real opportunities for growth into senior leadership
A direct working relationship with our CEO — your work matters and will be recognized
A collaborative, high-standards culture that values excellence and initiative
Access to premium tools, SOPs, and a well-organized operational foundation

HOW TO APPLY
To be considered, please submit ALL of the following. Applications missing any item will not be reviewed.

An updated resume with relevant experience highlighted
A short video introduction (2–3 minutes): Tell us about your Guesty and ---------- experience, about your experience as an executive assistant and marketing expert, and give one example of a time you solved a problem without being asked to
Your written response to this prompt: "A guest messages at 11pm saying the hot tub isn't working and threatens to leave a 1-star review. Walk me through exactly what you do."
Your availability and time zone and what you have to offer to Xenia

Applications that impress us will be heard, not just scanned. Show us how you think.
???? Send to: ----------
???? Subject line: "Senior VA — [Your Name] — I'm a Thinker, Not a Tasker"