This is a remote position.
Position Title: Executive Assistant / Bookkeeping & Property Management Support
Location: Fully Remote Kenya-based team member supporting a U.S.-based business owner
Type: Full-Time preferred 40 hours per week
Schedule & Availability: Availability aligned with 8:00 AM to 5:00 PM Eastern Standard Time(EST) Monday through Friday.
Position Summary
The client needs a proactive administrative partner who can manage the details that currently consume too much time and mental energy. This person will support both business and personal administrative needs as the clients personal responsibilities often intersect with business operations.
The successful candidate will function as an Executive Assistant Office Manager Bookkeeping Support Specialist and Property Management Coordinator while gradually taking ownership of recurring operational workflows.
Key Responsibilities
1. Executive Assistant & Office Support
Support daily office operations and administrative functions.
Manage email inboxes organize correspondence identify priorities and draft responses as directed.
Coordinate calendars schedule meetings appointments reminders and recurring tasks.
Keep digital documents files and business information organized and accessible.
Assist with both business and personal administrative tasks as needed.
Serve as a trusted right-hand partner helping manage priorities reduce overwhelm and ensure deadlines and commitments are met.
Learn and follow the clients preferred systems processes and communication style.
Take ownership of recurring administrative responsibilities as training and trust develop.
Function as an Office Managertype resource supporting administrative operations and workflow coordination.
Proactively anticipate needs by preparing meeting links documents reminders and follow-up actions.
Recommend and implement workflow improvements systems and operational efficiencies that increase productivity and reduce manual work.
Help create structure organization and accountability across daily activities and business operations.
2. Bookkeeping & Financial Administration Support
Provide bookkeeping support using QuickBooks Online.
Categorize receipts expenses and transactions accurately.
Organize and file receipts using NEAT.
Track business and property-related expenses.
Maintain clean accurate and confidential financial records.
Identify and escalate missing receipts unclear transactions or items requiring client review.
Assist with financial organization documentation and basic reporting support.
Support invoice tracking and bill management as needed.
Help streamline bookkeeping and financial administration processes.
3. Short-Term Rental & Property Management Support
Provide administrative support for short-term rental properties.
Monitor organize and respond to guest messages through Airbnb Vrbo Hostaway and similar platforms when authorized.
Coordinate cleaning schedules and follow up with cleaners vendors maintenance providers and contractors.
Track maintenance items property-related tasks and operational follow-ups.
Organize documentation related to insurance claims property issues and vendor communication.
Escalate guest vendor or property concerns when client approval is required.
Help maintain high hospitality and service standards across all rental properties.
Gradually take ownership of recurring rental operations and workflows as training progresses.
Support the continued growth and smooth day-to-day management of the clients short-term rental portfolio.
4. Email Calendar & Communication Support
Manage and organize email communication identifying urgent items and prioritizing responses.
Draft professional responses and maintain clear timely communication with the client.
Coordinate follow-up actions to ensure tasks messages and requests are completed.
Communicate professionally with vendors service providers guests and business contacts.
Support scheduling meeting preparation reminders and follow-up as needed.
Proactively prepare meeting links materials and relevant information for upcoming meetings.
5. Software Technology & Systems Support
The ideal candidate should be familiar with or able to quickly learn:
Microsoft Office
QuickBooks Online
NEAT
MLS
Airbnb
Vrbo
Hostaway or similar property management platforms
Loom
Zoom
Slack or similar communication platforms
Email and calendar systems
Digital filing and document management tools
AI productivity tools and automation platforms
6. Problem Solving & Process Improvement
Identify ways to simplify workflows and improve operational efficiency.
Suggest improvements to bookkeeping office email and property management processes.
Troubleshoot issues research solutions and ask thoughtful questions before escalating.
Create repeatable systems that support automation delegation and better organization.
Respectfully challenge inefficient processes when appropriate.
Take initiative in solving problems reducing administrative burden and supporting business growth.
Requirements
Required Skills & Experience
23 years of experience supporting executives business owners entrepreneurs real estate professionals or professional service leaders.
Bachelors degree in Business Administration Commerce Communications FinanceAccounting Real Estate Project Management or a related field preferred.
Experience as an Executive Assistant Administrative Assistant Office ManagerOperations Assistant Bookkeeping Assistant or similar role.
Basic bookkeeping experience including familiarity with QuickBooks Online receipt organization expense categorization and financial record keeping.
Strong Microsoft Office skills and general technology aptitude with the ability to learn
new software quickly.
Excellent written and spoken English communication skills with a clearprofessional tone.
Highly organized and detail-oriented with strong follow-through and the ability to
manage multiple priorities.
Able to work independently after training take initiative and solve problems proactively.
Comfortable supporting both business and personal administrative responsibilities.
Professional dependable trustworthy discreet and service-oriented.
Able to anticipate needs manage upward and help keep the client organized focusedand accountable.
Confident recommending solutions process improvements and better tools when appropriate.
Comfortable creating order in complex or unstructured environments.
Flexible adaptable resourceful and open to feedback.
Strong ownership mentality treating the clients business with care and attention.
Interested in building a long-term professional partnership as a trusted right-hand person.
Comfortable supporting a business owner who values initiative independent thinking accountability and growth
Familiarity with MLS and short-term rental platforms such as Airbnb Vrbo Hostaway or similar tools.
Property management short-term rental hospitality guest services or customer service experience is a plus.
Experience documenting workflows creating SOPs and implementing productivity or operational software.
CPA ACCA or equivalent accounting certification preferred.
Preferred Skills & Experience
Experience with NEAT receipt management.
Familiarity with MLS and short-term rental platforms such as Airbnb Vrbo Hostaway or similar tools.
Experience coordinating vendors cleaners maintenance providers or service professionals.
Experience supporting entrepreneurs real estate professionals property ownersexecutives or growing businesses.
Comfort using AI tools to improve efficiency organize information or draft communication.
Equipment Requirements
Personal laptop or desktop computer phone and high-quality headset.
Reliable high-speed internet connection suitable for daily remote work.(100 Mbps)
Willingness to upgrade internet or devices if required.
Willingness to follow any required device security monitoring or data protection protocols related to sensitive information.
Required Skills & Experience 23 years of experience supporting executives business owners entrepreneurs real estate professionals or professional service leaders. Bachelors degree in Business Administration Commerce Communications FinanceAccounting Real Estate Project Management or a related field preferred. Experience as an Executive Assistant Administrative Assistant Office ManagerOperations Assistant Bookkeeping Assistant or similar role. Basic bookkeeping experience including familiarity with QuickBooks Online receipt organization expense categorization and financial record keeping. Strong Microsoft Office skills and general technology aptitude with the ability to learn new software quickly. Excellent written and spoken English communication skills with a clearprofessional tone. Highly organized and detail-oriented with strong follow-through and the ability to manage multiple priorities. Able to work independently after training take initiative and solve problems proactively. Comfortable supporting both business and personal administrative responsibilities. Professional dependable trustworthy discreet and service-oriented. Able to anticipate needs manage upward and help keep the client organized focusedand accountable. Confident recommending solutions process improvements and better tools when appropriate. Comfortable creating order in complex or unstructured environments. Flexible adaptable resourceful and open to feedback. Strong ownership mentality treating the clients business with care and attention. Interested in building a long-term professional partnership as a trusted right-hand person. Comfortable supporting a business owner who values initiative independent thinking accountability and growth Familiarity with MLS and short-term rental platforms such as Airbnb Vrbo Hostaway or similar tools. Property management short-term rental hospitality guest services or customer service experience is a plus. Experience documenting workflows creating SOPs and implementing productivity or operational software. CPA ACCA or equivalent accounting certification preferred. Preferred Skills & Experience Experience with NEAT receipt management. Familiarity with MLS and short-term rental platforms such as Airbnb Vrbo Hostaway or similar tools. Experience coordinating vendors cleaners maintenance providers or service professionals. Experience supporting entrepreneurs real estate professionals property ownersexecutives or growing businesses. Comfort using AI tools to improve efficiency organize information or draft communication. Equipment Requirements Personal laptop or desktop computer phone and high-quality headset. Reliable high-speed internet connection suitable for daily remote work.(100 Mbps) Willingness to upgrade internet or devices if required. Willingness to follow any required device security monitoring or data protection protocols related to sensitive information.
23 years of experience supporting executives business owners entrepreneurs realestate professionals or professional service leaders. Bachelors degree in Business Administration Commerce Communications FinanceAccounting Real Estate Project Management or a related field preferred. CPA ACCA preferred Basic bookkeeping experience familiarity with QuickBooks Online receiptorganization expense categorization and financial recordkeeping
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