Virtual Executive Assistant (Property Management Focus)

Job description

About the Role

We are seeking a highly experienced Senior Virtual Assistant with strong, hands-on Property Management expertise to support a dynamic executive and a growing real estate portfolio. This is a fast-paced, high-responsibility role that combines day-to-day property management operations with broader Executive Assistant support.

This role is best suited for a proactive, detail-oriented professional who is comfortable working autonomously, managing multiple priorities, and operating as a trusted extension of the executive.

A minimum of 4 years of direct property management experience is mandatory and non-negotiable.

Key Responsibilities

Property Management (Core Responsibility – Must Have)

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End-to-end coordination of residential and/or commercial property operations

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Tenant communications, including inquiries, onboarding, renewals, notices, and issue resolution

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Rent tracking, invoicing, arrears follow-ups, and basic financial reporting

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Vendor management: sourcing, onboarding, scheduling, coordination, and follow-ups

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Maintenance coordination and issue tracking from report to resolution

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Lease administration, documentation management, and compliance tracking

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Accurate and timely updates within property management systems (e.g., AppFolio, Buildium, Yardi, or similar)

Executive & Administrative Support

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Calendar and inbox management with strong prioritization and discretion

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Meeting coordination, agenda preparation, and follow-ups

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Document preparation, organization, and reporting

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Task and project tracking across multiple workstreams

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Research and ad-hoc executive support as required

Technology & AI Enablement

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Practical use of AI and automation tools (e.g., ChatGPT, Notion AI, workflow automation tools) to:

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Improve workflows and documentation

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Draft communications and reports

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Enhance task management and operational efficiency

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Ability to quickly adopt and optimize new tools and systems

Required Qualifications (Must Have)

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Minimum 4 years of hands-on Property Management experience

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Proven experience supporting executives or senior leadership

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Strong understanding of real estate operations, processes, and terminology

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Excellent written and verbal English communication skills

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High attention to detail with strong organizational and follow-through skills

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Ability to manage multiple priorities independently in a remote environment

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Proficiency with Google Workspace and/or Microsoft Office

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Practical experience using AI tools and automation (applied use, not theoretical)

Preferred Qualifications (Nice to Have)

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Experience supporting real estate investors or property management firms

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Familiarity with U. S property management practices

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Experience working remotely with international teams

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Background in operations, process improvement, or systems optimization

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Experience with CRM or task management platforms (e.g., Notion, Asana, ClickUp)

What Were Looking For

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A self-starter who anticipates needs and proactively solves problems

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Someone comfortable operating in a dynamic, evolving role

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A professional who values accuracy, confidentiality, and ownership

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A long-term team player who thrives in a remote, results-driven environment

What We Offer

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Fully remote role

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Competitive compensation based on experience

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Long-term growth opportunity

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Exposure to real estate operations and executive-level decision-making

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A professional, performance-focused working environment

How to Apply

Please submit the following:

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Your CV/resume

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A brief cover note highlighting your property management experience

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Examples of tools or systems you have used in property management and/or executive support

Applications without demonstrated Property Management experience will not be considered.