Executive Assistant - Real Estate Property Management

Summary
Remote / Work From Home | Company based in California

About Us
We are a real estate company that manages a portfolio of residential rental properties across the United States, focused on maintaining organized, efficient, and well-coordinated property operations.

Role Summary
We are looking for an Executive Assistant who will primarily support the day-to-day operations of a U.S.-based portfolio of residential rental properties. This role is focused on ensuring smooth coordination across property management activities, including tenant communications, lease tracking, vendor coordination, and overall portfolio organization. While the primary focus is on real estate operations, the role may also provide occasional support across other business lines, including ecommerce and government contracting. The EA will serve as a trusted right hand to the executive, handling administrative, coordination, and communication tasks with a high level of discretion, accuracy, and responsiveness. This position is designed to grow beyond traditional EA duties into a broader operations and leadership support role over time.

Role Focus:
This role is focused on providing high-level executive, operational, and coordination support on on a growing U.S. real estate portfolio to ensure efficiency, accountability, and seamless execution of daily activities.

Key Responsibilities:
• Manage executive email inbox, including triage, prioritization, and response coordination
• Oversee calendar management, scheduling, and appointment coordination across multiple business units
• Support residential real estate operations, including coordination of property management activities
• Liaise with tenants, vendors, contractors, and service providers to ensure timely execution of tasks and services
• Assist in coordinating ecommerce and government contracting operational needs as directed
• Maintain organized records, documentation, and files across all real estate properties
• Track tasks, follow-ups, and action items to ensure completion and accountability
• Handle internal and external communications with professionalism and discretion
• Support personal and executive administrative tasks as needed
• Ensure smooth information flow across teams, vendors, and stakeholders

Qualifications:
• Proven experience as an Executive Assistant, Operations Assistant, or similar administrative/coordination role in a real estate setting
• Strong organizational skills with the ability to manage a portfolio of rental houses in the U.S.
• Excellent written and verbal communication skills with a high level of professionalism and discretion
• Ability to work independently, take initiative, and anticipate needs with minimal supervision
• Strong attention to detail with a focus on accuracy in scheduling, documentation, and task tracking
• Comfortable working in fast-paced, evolving environments with shifting priorities
• Proficient in calendar management tools, email systems, and basic operational tracking systems (e.g., Google Workspace, CRM/task tools)
• Strong coordination skills in managing vendors, contractors, and external stakeholders
• Problem-solving mindset with the ability to stay organized under pressure

Work Environment:
• 100% Remote (must have reliable work-from-home setup)
• Structured schedule aligned with business hours in CST time zone, Mondays-Fridays
• Works directly with executive leadership across multiple business units (real estate, ecommerce, and government contracting)
• Fast-paced and dynamic environment with shifting priorities across different operational areas
• Requires strong responsiveness and the ability to manage time-sensitive tasks across multiple time zones or schedules
• High level of trust, confidentiality, and discretion is required at all times
• Regular coordination with vendors, contractors, tenants, and external partners
• Use of digital tools for communication, scheduling, task tracking, and documentation
• Performance is measured by accuracy, reliability, responsiveness, and execution quality — not just task volume

Technical Requirements:
• Reliable high-speed internet connection (minimum 50 Mbps preferred)
• Backup internet connection (LTE mobile data or pocket Wi-Fi) for redundancy
• Laptop or desktop computer with at least Intel i5 equivalent or higher processor
• Minimum 8GB RAM (16GB preferred for smoother multitasking across tools)
• Updated operating system (Windows or macOS) with ability to run modern productivity tools
• Noise-canceling headset with clear microphone for calls and virtual meetings
• Functional webcam for occasional meetings or check-ins
• Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets) or equivalent tools
• Comfortable using task management and communication tools (Slack, Click Up, or similar platforms)
• Ability to quickly learn and adapt to new systems, tools, and workflows

What’s Next:
1. Interested candidates should submit a face-to-camera, 2-minute introduction Loom video and answer the following questions:

a) Briefly introduce yourself and explain why you’re a strong fit for this Executive Assistant role.
b) How would you manage an executive’s inbox and calendar if both are constantly full and changing?
c) If a tenant, a vendor, and your executive all need urgent attention at the same time, how would you prioritize and handle it?
d) What system or method do you personally use to track tasks, follow-ups, and ensure nothing is missed?
e) Give one example of how you went beyond your role to solve a problem or improve a process.

2. Attach your Loom URL, resume, and any relevant experience samples.