Virtual Executive Assistant

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)

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

• Tenant communications including inquiries onboarding renewals notices and issue resolution

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

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

• Maintenance coordination and issue tracking from report to resolution

• Lease administration documentation management and compliance tracking

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

Executive & Administrative Support

• Calendar and inbox management with strong prioritization and discretion

• Meeting coordination agenda preparation and follow-ups

• Document preparation organization and reporting

• Task and project tracking across multiple workstreams

• Research and ad-hoc executive support as required

Technology & AI Enablement

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

  • Improve workflows and documentation

  • Draft communications and reports

  • Enhance task management and operational efficiency

• Ability to quickly adopt and optimize new tools and systems

Required Qualifications (Must Have)

• Minimum 4 years of hands-on Property Management experience

• Proven experience supporting executives or senior leadership

• Strong understanding of real estate operations processes and terminology

• Excellent written and verbal English communication skills

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

• Ability to manage multiple priorities independently in a remote environment

• Proficiency with Google Workspace and/or Microsoft Office

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

Preferred Qualifications (Nice to Have)

• Experience supporting real estate investors or property management firms

• Familiarity with U.S property management practices

• Experience working remotely with international teams

• Background in operations process improvement or systems optimization

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

What Were Looking For

• A self-starter who anticipates needs and proactively solves problems

• Someone comfortable operating in a dynamic evolving role

• A professional who values accuracy confidentiality and ownership

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

What We Offer

• Fully remote role

• Competitive compensation based on experience

• Long-term growth opportunity

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

• A professional performance-focused working environment

How to Apply

Please submit the following:

• Your CV/resume

• A brief cover note highlighting your property management experience

• 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.