Executive Virtual Assistant

The Company:
Mike Brockway is a visionary real estate entrepreneur who owns and manages a portfolio of short-term rentals. He is currently onboarding another property and has plans to acquire more in the future. Given his love for traveling and the need for efficient management, Mike requires assistance in handling both his business and personal responsibilities. In this position, you will oversee all aspects of the real estate business and assist with various personal tasks.
Description:
As Mike’s Executive Assistant, your primary responsibility will be to bring order to his home environment by managing tasks such as scheduling, executing low-impact administrative projects, and providing support for property management. You will be entrusted with these projects and expected to take full ownership of them as if they were your own. Your responsibilities within each organization will vary slightly, as outlined below. You will be working remotely, but will be expected to be available 40 hours per week.
In this role, you will also be working with Sarah. Sarah is a partner of Mike’s and has her own small portfolio of short term & long term investments. You will be responsible for assisting with the management and streamlining systems & processes for her business.
Main roles and responsibilities:
– Manage negative reviews and disputes.
Act as the point of contact for guests, vendors, maintenance, and housekeeping for multiple investment properties (short and long-term rentals).
– Order personal and business items on various platforms, such as Amazon, including coffee, meal delivery, and furniture.
– Assist the team before and during meetings by creating presentations and recording meeting minutes.
– Book personal and business travel, handling all accommodations, reservations, excursions, and itineraries, including care for adjacent participants (family or guests also traveling).
– Take the lead on research for furniture and items needed for all properties.
Additionally, you will share the following tasks with another executive assistant and take responsibility and ownership for some:
– Engage with guests before, during, and after their stay.
– Respond promptly and effectively to guest and maintenance issues.
– Manage extensive calendars for both business and personal commitments.
– Train new team members.
– Organize and maintain company documents using Google Drive.
– Manage the team’s tasks using Asana.
– Conduct research for system and process improvements.
– Adapt flexibly as tasks change and responsibilities develop.
– Attend to financial needs, including overseeing and opening accounts, creating expense reports, making payments, and setting reminders for payments
– Manage Property Management tools and software (Guesty, PriceLabs, Airbnb, VRBO, Click to view)
– Maintain and update templated automated messaging systems
– Build SOPs for various tasks, such as creating a guidebook for short-term rentals, messaging guests, and hiring new team members
– Research for tools and software that can help with property management
In summary, your essential role will be to keep Mike focused and on track, ensuring no details slip through the cracks as he balances the demands of his businesses and important relationships. Furthermore, there will be opportunities to enhance his personal brand by directly managing or outsourcing tasks related to his digital presence, content development, and speaking invitations.
Qualifications:
– Demonstrable organizational experience, including proficiency in using Asana or willingness to learn.
– Strong attention to detail and ability to manage tasks effectively.
– Gifted at self-management and holding others accountable.
– Excellent written and oral communication skills in English.
– Strong ability to manage and communicate with contractors and team members in the US.
– Proven multitasking skills, with the ability to prioritize tasks on the fly.
– Proficient in computer technology, especially Gmail, Google Docs, and comfortable learning new processes for platforms like Airbnb and Guesty.
– Team-oriented, self-motivated, with strong time management and problem-solving abilities.
– Independent and resourceful with at least 1-2 years of executive assistant experience being advantageous.
Minimum Requirements:
– Must be able to work within the required working hours listed below
– Prior experience as a virtual assistant.
– Stable internet connection with a minimum speed of 15 Mbps.
– Familiarity with Google Applications (Drive, Docs, Sheets, etc.).
– Full-time availability with no ongoing contracts with other employers.
We Offer:
– Flexible work-from-home position with consistent hours: Monday to Friday, 10 AM to 6 PM MST, and on-call for guest messaging from 6 PM to 12 AM MST. (minimum requirement of 8 hours per day not including breaks)
– A family-driven leader who prioritizes flexibility to support your family needs.
– Full-time, 40+ hours per week, 100% remote work opportunity.
– Equal Opportunity Employer.