Executive Assistant

Executive Assistant (Real Estate) to Monique Pasciak - a US-based real estate company founder and strategic investor

Monique Pasciak is a professional with a diverse background in operations and real estate. She founded Sell Smart Real Estate, a real estate agency based in Illinois, USA. This agency offers smart solutions for real estate transactions, aiming to streamline the buying and selling process for clients. 

Monique is seeking a self-driven, proactive, and resilient Executive Assistant who can also handle some property management. This role demands someone with strong organizational skills, problem-solving abilities, and the capacity to work independently—often making decisions without Monique's direct input.

You will be the right hand for Monique—managing her calendar, projects, and communications—while also being the first point of contact for tenants, vendors, and other stakeholders. The workload is high, situations can be fast-moving and sometimes tense, and weekend or after-hours availability may occasionally be required (overtime compensated).

Responsibilities:

1. Executive Support

Organize and manage Monique's inbox, ensuring timely responses and follow-ups.

Maintain and coordinate Monique's calendar, meetings, and travel.

Prepare reports, summaries, and other documents as needed.

Ensure smooth operations in Monique's absence—owning tasks from start to finish without requiring constant direction.

2. Property & Project Management

Oversee properties, tracking multiple ongoing deals and projects simultaneously.

Coordinate with tenants, vendors, contractors, and internal teams to resolve issues quickly.

Negotiate pricing with suppliers and service providers to ensure cost-effective, high-quality solutions.

Source, vet, and manage vendors—finding replacements quickly when needed.

Maintain timelines, task lists, and project trackers.

Monitor and manage property maintenance needs, including scheduling repairs and inspections.

3. Tenant & Vendor Relations

Serve as the main point of contact for tenants—addressing issues, handling complaints, and resolving conflicts professionally.

Maintain a vendor and employee recognition calendar, organizing gifts and celebrations.

Build and sustain strong working relationships with all stakeholders.

4. Problem-Solving & Decision-Making

Actively identify and implement process improvements.

Handle conflict situations with professionalism and firmness when necessary.

Quickly escalate urgent matters while keeping day-to-day issues moving forward.

Requirements:

Proven experience as an Executive Assistant in real estate, Property Manager, or similar operations/project management role.

Strong organizational and multitasking abilities; able to manage high-volume, high-pressure workloads.

Conflict resolution skills and confidence in dealing with difficult conversations.

Excellent written and verbal communication skills in English.

Fluent Spanish (many vendors in the US speak only Spanish).

Proactive, resourceful, and able to work with minimal supervision.

Proficiency in productivity tools such as Microsoft Office Suite, Google Workspace, and project management software (e.g., Trello, Asana, ).

Availability between 9-5 CST & flexibility for occasional weekend/after-hours work (with overtime tracked and compensated).

Discretion and confidentiality in handling sensitive information.

Preferred but not required:

Knowledge of real estate transactions and processes.

Experience in vendor sourcing, negotiation, and property maintenance.

Familiarity with CRM systems and other business tools.

What we offer:

Full-time job. We will not consider candidates planning to combine several jobs.

Remote work. You may be located in almost any country or city, just need a good Internet connection, a computer to work from, and the opportunity to adjust your working schedule to be at Monique's working hours.

Growth opportunities - grow your skills and career in a small and supportive team in a fast-paced environment. Take on additional responsibilities aligned with the EA's career goals, with the potential to grow into roles such as Director of Projects, Sales, or HR.

Long-term relationship - this is not project work, Monique considers only the candidates looking for a 2+ years commitment.

Salary is paid in USD, your expectations will be discussed during the interview.

Quick selection process.

Application deadline: ASAP

Please note that the later you apply - the more intensive your selection process will be, for example, you will have less time for the test assignment, etc.

Selection process:

1. Fill in the application form - attach your CV;

2. Complete the test assignment;

3. Have a Zoom interview with Hire5 Recruiter;

4. Have a Zoom interview with Monique;

5. Get hired

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