Executive Assistant (Real Estate) at Sell Smart Real Estate

Executive Assistant (Real Estate) to Monique Pasciak - a US-based real estate company founder and strategic investor

Monique Pasciak is a professional with a diverse background in operations and real estate. She founded Sell Smart Real Estate a real estate agency based in Illinois USA. This agency offers smart solutions for real estate transactions aiming to streamline the buying and selling process for clients.

Monique is seeking a self-driven proactive and resilient Executive Assistant who can also handle some property management. This role demands someone with strong organizational skills problem-solving abilities and the capacity to work independentlyoften making decisions without Moniques direct input.

You will be the right hand for Moniquemanaging her calendar projects and communicationswhile also being the first point of contact for tenants vendors and other stakeholders. The workload is high situations can be fast-moving and sometimes tense and weekend or after-hours availability may occasionally be required (overtime compensated).

Responsibilities:

1. Executive Support

• Organize and manage Moniques inbox ensuring timely responses and follow-ups.

• Maintain and coordinate Moniques calendar meetings and travel.

• Prepare reports summaries and other documents as needed.

• Ensure smooth operations in Moniques absenceowning tasks from start to finish without requiring constant direction.

2. Property & Project Management

• Oversee properties tracking multiple ongoing deals and projects simultaneously.

• Coordinate with tenants vendors contractors and internal teams to resolve issues quickly.

• Negotiate pricing with suppliers and service providers to ensure cost-effective high-quality solutions.

• Source vet and manage vendorsfinding replacements quickly when needed.

• Maintain timelines task lists and project trackers.

• Monitor and manage property maintenance needs including scheduling repairs and inspections.

3. Tenant & Vendor Relations

• Serve as the main point of contact for tenantsaddressing issues handling complaints and resolving conflicts professionally.

• Maintain a vendor and employee recognition calendar organizing gifts and celebrations.

• Build and sustain strong working relationships with all stakeholders.

4. Problem-Solving & Decision-Making

• Actively identify and implement process improvements.

• Handle conflict situations with professionalism and firmness when necessary.

• Quickly escalate urgent matters while keeping day-to-day issues moving forward.

Requirements:

• Proven experience as an Executive Assistant in real estate Property Manager or similar operations/project management role.

• Strong organizational and multitasking abilities; able to manage high-volume high-pressure workloads.

• Conflict resolution skills and confidence in dealing with difficult conversations.

• Excellent written and verbal communication skills in English.

• Fluent Spanish (many vendors in the US speak only Spanish).

• Proactive resourceful and able to work with minimal supervision.

• Proficiency in productivity tools such as Microsoft Office Suite Google Workspace and project management software (e.g. Trello Asana ).

• Availability between 9-5 CST & flexibility for occasional weekend/after-hours work (with overtime tracked and compensated).

• Discretion and confidentiality in handling sensitive information.

Preferred but not required:

• Knowledge of real estate transactions and processes.

• Experience in vendor sourcing negotiation and property maintenance.

• Familiarity with CRM systems and other business tools.

What we offer:

• Full-time job. We will not consider candidates planning to combine several jobs.

• Remote work. You may be located in almost any country or city just need a good Internet connection a computer to work from and the opportunity to adjust your working schedule to be at Moniques working hours.

• Growth opportunities - grow your skills and career in a small and supportive team in a fast-paced environment. Take on additional responsibilities aligned with the EAs career goals with the potential to grow into roles such as Director of Projects Sales or HR.

• Long-term relationship - this is not project work Monique considers only the candidates looking for a 2 years commitment.

• Salary is paid in USD your expectations will be discussed during the interview.

• Quick selection process.

Application deadline: ASAP

Please note that the later you apply - the more intensive your selection process will be for example you will have less time for the test assignment etc.

Selection process:

1. Fill in the application form - attach your CV;

2. Complete the test assignment;

3. Have a Zoom interview with Hire5 Recruiter;

4. Have a Zoom interview with Monique;

5. Get hired!

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