Executive Assistant

hace 2 semanas

Bogota Capital District Municipality RAP Especial Central Colombia Somewhere A tiempo completo
Job Title: Executive Assistant (Full-Time | Operations Track)

Location: Remote

Schedule: U.S PST work hours

The Role

We're hiring a full-time Executive Assistant to support the Principal and help build the company's operating system. This is not a traditional admin role—it serves as a stepping stone into an Operations Associate or Operations Manager path with exposure to acquisitions, capital raising, construction, leasing, and asset management.

The role blends responsibilities across:

  • Executive support (calendar, email, coordination)

  • Operations and systems (SOPs, dashboards, KPIs)

  • Personal productivity support (time tracking, basic personal finance, family scheduling)

Key Responsibilities
Principal Productivity & Priorities

  • Run a weekly time review and short summary using time-tracking data.

  • Maintain and track progress against an "ideal day" template; flag gaps and patterns.

  • Review Asana dashboards weekly to highlight where the Principal's time and PD tasks are concentrated.

  • Send a daily priorities email outlining top tasks, decisions, and follow-ups.

  • Apply a consistent framework for what goes on the calendar vs. delegated vs. dropped.

Inbox, Calendar & Follow-Ups

  • Manage the Principal's calendar, calls, and meeting confirmations.

  • Conduct a daily 20-minute inbox cleanup (archive, delegate to Asana, unsubscribe).

  • Maintain a "Waiting on Someone Else" list and proactively follow up.

  • Track sent emails for missed follow-ups and send reminders as needed.

Personal Finance & Life Admin

  • Run a weekly personal budget review and categorize transactions.

  • Help oversee basic personal finance tracking for the Principal.

  • Suggest and schedule monthly kids' activities and add them to the calendar.

Business Operations & Reporting

  • Keep Google Drive organized and up to date.

  • Maintain HubSpot CRM hygiene and track investor follow-ups.

  • Proofread and format decks, contracts, and memos; ensure files are saved correctly.

  • Provide light project/vendor coordination and ensure deliverables are on track.

  • Support property management by helping collect KPIs and standing in on leasing/renewal coordination when needed.

  • Help maintain personnel review checklists, property management accountability items, and simple performance tracking for bookkeeping/CFO/accounting (deliverables, timeliness, ROI).

Systems & Tools

  • Help refine SOPs for leasing, investor communication, vendor tracking, onboarding, and property management workflows.

  • Keep living documentation (Google Docs, Looms, checklists) current and easy to use.

  • Assist with cross-team handoffs (acquisitions → rehab → lease-up).

  • Integrate time-tracking data (e.g., Golf Form / UA sheets) into Asana dashboards.

  • Explore simple tool integrations (Asana, Google Sheets, CRM, AI tools) that improve visibility and efficiency.

Growth Path (Operations Track)

Over the next 6–18 months, the right person will:

  • Own key operations dashboards and regular reporting to the Principal.

  • Take the lead on SOP creation, refinement, and adoption.

  • Support or lead hiring workflows and onboarding documentation.

  • Shift from support into ownership of select operations functions.

What We're Looking For

  • 5–7 years in an operations, EA, chief-of-staff, or similar role in real estate, FinTech, PropTech, or adjacent sectors.

  • Experience building or refining SOPs, not just following them.

  • Strong sense of ownership; comfortable driving deliverables from others.

  • Excellent digital organization; fluent in Google Workspace, Asana (or similar), and CRMs (ideally HubSpot).

  • Strong written communication and documentation habits.

  • Comfortable with a mix of business and personal executive support.

  • Based in the U.S., Mexico, Canada, or Latin America, and available during Pacific/Mountain business hours.

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