Virtual Executive Assistant

The job purpose of the Executive Assistant is to provide comprehensive support to the Executive in managing their daily and quarterly tasks while aligning with the company's overarching goals. The Executive Assistant is expected to possess key qualities such as promptness, organization, attention to detail, flexibility, patience, and determination.

In this role, the Executive Assistant will be responsible for working effectively both independently and as part of a team. The daily responsibilities will involve interacting with the Executive’s clients, vendors, external partners, and on-site coworkers. As a Remote Executive Assistant, the primary objective is to facilitate the seamless coordination of Executive 's schedules, communications, and administrative functions. This support will be provided remotely, aiming to optimize Executive 's time and enhance overall operational efficiency.

REQUIRED QUALIFICATIONS

Education
- College Diploma: Administrative Management Careers
- Desirable Master

Training or Expertise
- High English level (Well spoken, well written)
- Strong Microsoft Office skills
- Google and Microsoft calendars management, Dropbox
- Software Knowledge of **Doorloop, Buildium, AppFolio, QuickBooks is a Plus.**

**Experience**:

- 3 or more years of experience working as an executive/administrative assistant (Desirable remotely for USA-based companies)
- Experience strategically supporting multiple senior leaders.
- Desirable experience on **Real State/ Property Management**

JOB FUNCTIONS
- Calendar Management: Coordinate and synchronize the Executive’s calendars, appointments, meetings, travels, and events to maximize efficiency and minimize conflicts. Coordinating and scheduling appointments with potential home sellers. Organizing Executive's weekly schedule.
- Phone Communication: Handle incoming and outgoing calls, answering clients’ questions, and concerns, taking messages, and facilitating communication and appointment scheduling as necessary. Handling and scheduling phone calls and in-person meetings. Following up on leads and managing client interactions.
- Time Optimization: Assist the Executive in optimizing their schedule, identifying opportunities to enhance productivity and time management.
- File Organization: Maintain and organize digital files, documents, and records to ensure easy accessibility and efficient retrieval.
- Documentation and Paperwork: Prepare, review, and complete necessary documentation, contracts and paperwork for Real State, ensuring accuracy and compliance.
- Business Management Support: Provide administrative support in various business management tasks, including but not limited to customer service and support, billing, and basic accounting procedures. Writing and mailing out payments and checks. Handling mass Saves inquiries.
- Utility Management: Calling utility companies such as National Grid to verify tenant information on electric and gas bills.
- Presentation Creation: Develop presentations for the company ensuring they are creative, accurate, and adhere to brand guidelines.
- Invoicing: Generate invoices as required.
- Event Registrations: Manage registrations for events as needed.
- Travel Management: Book flights, hotels, and restaurants, focusing on value and efficiency.
- Rental Properties Management: Collecting rent and managing rental property finances. Familiarity with property management tasks.
- Market Research: Conducting real estate market research and analysis. Gathering information on potential investment properties and client prospects.
- Vendor Communication: Following up with various vendors such as town hall, city hall, waste and trash department, and attorney's office.
- Liaison and Coordination: Acting as a liaison between bookkeeper, employees, property managers, contractors, brokers, and vendors.
- Financial Management: Bookkeeping and accounting knowledge/experience. Making online payments to subcontractors and vendors.
- Communication and Social Media: Managing social media platforms and coordinating with media company for content uploads.
- Personal Assistance: Handling personal and work-related gifts, birthdays, vacation scheduling, and anniversary reminders. Scheduling time for exercise, hobbies, and personal development.
- Task and Data Management: Task management and organization, including data entry and maintaining contact lists. Entering contacts on CRM and keeping track of deadlines and appointments.
- Real Estate Support: Coordinating interior design stagers for homes and properties. Tracking new real estate listings. Interviewing clients for testimonial videos for the company's portfolio.

REQUIRED SKILLS
- 3 or more years of experience working as an executive/ administrative assistant (Desirable remotely for USA-based companies)
- Experience (3 or more years) working as an executive assistant, preferably within a Real State or Property Management environment.
- Knowledge of Real State or Property Managemen