Executive Virtual Assistant / Real Estate Operations Support

Core Responsibilities

• Administrative & Executive Support
• Manage emails, calendars, and scheduling for the owners, ensuring timely follow-ups and organized daily flow.
• Conduct online research (vendors, logistics, pricing, travel, etc.) for both business and personal needs.
• Assist with personal coordination tasks, such as organizing baseball tournaments, researching travel accommodations, or handling family scheduling.
• Prepare reports, track projects, and maintain digital filing systems for companydocuments.
• Real Estate Operations
• Support property management activities using Buildium (or similar software).
• Record rent payments, update tenant information, and apply early paymentdiscounts.
• Manage communication with tenants via text/email regarding maintenance, updates, or payment reminders.
• Handle tenant screening and application tracking; assist in coordinating move-ins and move-outs.
• Manage buy/sell property listings, coordinate showings, and liaise with clients as needed.
• Bookkeeping & Financial Support
• Record and reconcile transactions in QuickBooks.
• Support monthly reconciliations for property management accounts.
• Coordinate trust account payments and ensure records align with Buildium entries.
• Prepare simple financial summaries and assist with tracking expenses or receipts.
• Marketing Support
• Edit and upload photos and videos for property listings and social media.
• Perform light photo touch-ups (brightness, cropping, watermarking) using Windows Photos or Adobe tools.
• Trim, clean, and prepare property walk-through videos using Adobe Premiere Elements or similar.
• Post and maintain listings on platforms like Zillow, Facebook Marketplace, and MLS (if authorized).

Qualifications

• 3+ years of experience in real estate, executive assistance, or property management support.
• Proficiency in QuickBooks and familiarity with property management systems (e.g., Buildium, AppFolio, or similar).
• Experience with photo/video editing tools such as Adobe Premiere Elements, Canva, or basic Windows tools.
• Excellent English communication skills (written and verbal).
• Strong organizational and multitasking abilities, with a high attention to detail.
• Comfortable handling a blend of business and personal assistant tasks.
• Reliable internet connection, computer, and ability to work U.S. Eastern hours.

Preferred Skills

• Experience managing rental property portfolios or working with real estate agencies.
• Basic understanding of U.S. real estate terms, lease agreements, and rental processes.
• Familiarity with Google Workspace or Microsoft Office Suite.
• Strong communication etiquette and comfort in client-facing correspondence.

Tools You’ll Use

• QuickBooks – bookkeeping, expense tracking, reconciliation.
• Buildium – rent collection, tenant records, owner payouts.
• Microsoft Excel / Google Sheets – data tracking and reports.
• Adobe Premiere Elements / Windows Photos – simple media edits.
• Email, Texting Platforms, and VoIP – tenant and client communication.

Growth Path

• Start part-time (20 hours/week) focused on key admin, bookkeeping, and property tasks.
• Expand to full-time (40 hours/week) as trust, workflow mastery, and business needs grow.

Success Indicators (First 90 Days)

• Inbox and calendar consistently organized and up to date.
• Tenant and vendor communications handled professionally and promptly.
• Bookkeeping entries accurate and reconciled monthly.
• Media and listings completed on time with quality presentation.
• Positive feedback from owners on responsiveness and initiative.