Executive Assistant – CEO Support, Real Estate Experience

This is a fully remote position, open to applicants in Mexico, +5 more countries.

📋 Description

• Assist the Founder and CEO with both professional and personal tasks, allowing him to concentrate on strategic initiatives, growth, and leadership.

• Manage and enhance the CEO’s calendar and inbox, which includes scheduling, focus periods, follow-ups, priority identification, and crafting suitable responses on behalf of the CEO.

• Ensure synchronization between professional and personal schedules.

• Offer bookkeeping and accounting assistance utilizing QuickBooks.

• Provide contract support for government compliance as well as secondary marketing aid.

• Document, systematize, and enhance company workflows and Standard Operating Procedures in Notion.

• Assist in developing internal systems for accountability, task management, and delegation across operational and team structures.

• Manage client billing setup, including monthly invoices, commissions, and reimbursements.

• Keep precise and orderly digital financial records.

• Organize and oversee travel arrangements, accommodations, conference registrations, itineraries, and an annual schedule for 8–9 industry events.

• Act as the primary communication conduit between the CEO, internal staff, and external partners.

• Deliver structured updates and summaries regarding priorities, progress, and deadlines.

• Aid in time-blocking and productivity systems.

• Uphold cybersecurity measures and manage restricted calendar/email access appropriately.

• Support property management operations and perform tasks at the assistant property manager level.

• Utilize Notion, Slack, Google Workspace, Todoist or comparable platforms, Appfolio, and LeadSimple for operational tasks and communication.

• Engage through daily Slack communications, weekly Zoom meetings, and email summaries.

⛳️ Requirements

• Over 3 years of experience as an Executive Assistant, Operations Coordinator, or a comparable role supporting senior leadership.

• Exceptional written and verbal communication abilities.

• Tech-savvy and comfortable navigating digital environments, including Slack, Notion, and Google Workspace.

• Strong organizational and prioritization skills.

• Demonstrated capability to handle sensitive information with confidentiality.

• Preferred background in contracting and compliance concierge services.

• Experience in assessing client needs.

• Skills in creating statements of work (SOW).

• Familiarity with procurement management.

• Proactive and self-motivated, capable of thriving in a dynamic environment.

• Experience managing both business and personal tasks for a founder or executive is advantageous.

• Basic understanding of bookkeeping, reporting, or data entry is preferred.

• Reliable high-speed internet connection and a well-equipped home office setup.

• Ability to uphold cybersecurity measures.

• Understanding of defense-related compliance certifications.

• Capability to manage restricted calendar/email access appropriately.

• Background check clearance is required.

• Experience in property management and capacity to handle approximately 80% of property management-related responsibilities.

• Ability to undertake assistant property manager-level duties and support property management functions.

• Familiarity with Todoist or similar task management systems, Appfolio, and LeadSimple.

🏝️ Benefits

• International experience.

• Opportunity to work remotely from any location.

• Supportive and collaborative team culture.

• Opportunities for learning and professional development.

• Potential for performance bonuses.

• Paid Time Off (PTO).

• Health Maintenance Organization (HMO) benefits after 3 months.