Part-Time Executive Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Review all incoming emails on a daily basis, then sort, prioritize, and take action accordingly.

• Respond directly to routine and administrative emails on behalf of the executive, maintaining his voice.

• Draft responses for messages that require the executive's input or approval.

• Monitor open threads and follow up to ensure nothing is overlooked.

• Determine what is urgent, what should be escalated to the executive, and what can be directed to staff with him copied.

• Familiarize with key contacts and the appropriate procedures for handling them.

• Highlight time-sensitive financing deadlines, legal issues, and insurance claims.

• Establish and manage the executive's calendar from the ground up, including a booking link and scheduling guidelines.

• Arrange calls and meetings with lenders, attorneys, brokers, contractors, and internal team members.

• Safeguard the executive's time to ensure the calendar reflects true priorities.

• Conduct regular check-ins to review open items and routing decisions.

• Create and maintain a dynamic playbook of routing rules, essential contacts, and recurring processes.

• Identify persistent time drains and suggest practical solutions.

⛳️ Requirements

• A minimum of 3 years of experience as an Executive Assistant or in a comparable executive support role, including experience with US-based executives or companies.

• A highly proactive "second brain" who assesses systems and identifies gaps independently.

• Exceptionally organized and detail-oriented.

• Quick to respond; the executive should never be left waiting.

• Disciplined and professional in all communications.

• Excellent proficiency in written and spoken English.

• Confident in replying to emails on behalf of an executive, mirroring his voice.

• High level of discretion regarding financial, legal, and tenant information.

• Available for part-time work with consistent overlap during US business hours (exact schedule to be confirmed during the hiring process).

• Reliable high-speed internet and a quiet home office environment.

• Nice-to-have: Experience in real estate, property management, multifamily, acquisitions, or development.

• Nice-to-have: Experience working with lenders, attorneys, insurance claims, or accounting teams.

• Nice-to-have: Familiarity with property management software (e.g., AppFolio, Yardi, Buildium).

• Nice-to-have: Experience in setting up inbox rules, labels, or automations in Gmail or Outlook.

• Nice-to-have: Comfort with utilizing AI tools to triage and draft emails more efficiently.

• Nice-to-have: Experience in writing and maintaining Standard Operating Procedures (SOPs) or playbooks.

🏝️ Benefits

• Compensation in USD

• Year-end bonus, along with other applicable bonuses

• Health insurance allowance

• Paid Time Off (PTO) + Holidays

• Training and ongoing support from the FreedUp team