Executive Assistant Property Management & Short-Term Rental Operations Virtual Assistant

Full-Time Executive Assistant & Short-Term Rental Operations Virtual Assistant Job Description Client Industry: Real Estate / Short-Term Rental / Property Manag ement Employment Type: Full-Time Work Setup: Remote Cl ient Location: Canada Salary: PHP 50,000 Role Summary We are seeking a highly organized, proactive, and resourceful Executive Assistant & Short-Term Rental Operations Virtual Assistant to support a growing real estate portfolio that includes short-term rentals, long-term rentals, new construction, and property renovation projects.

This role combines executive support, property operations, guest communication, real estate administration, and systems management. The ideal candidate will help centralize day-to-day operations, keep multiple properties and projects organized, and build systems that allow the business owner to focus on acquisitions, renovations, and business growth.

This is a long-term opportunity for someone who enjoys working across different areas of a growing business, solving operational problems, and creating structure where processes are still developing. Project summary We will recruit and place a full-time Executive Assistant & Short-Term Rental Operations Virtual Assistant to support Andrienne across her growing real estate portfolio, including short-term rentals, long-term rentals, new construction, and property renovations.

The primary objective is to eliminate administrative bottlenecks, implement scalable systems, and free Andrienne to focus on acquisitions, renovations, and business growth. Short-Term Rental Operations Manage guest communications across Airbnb, VRBO, and OwnerRez Coordinate reservations, guest inquiries, reviews, and issue resolution Coordinate with cleaners, maintenance vendors, and contractors Monitor property operations and daily administrative tasks Support revenue management and listing updates Administrative & Executive Support Manage email, calendar, and daily communications Organize paperwork and digital files Track follow-ups, projects, and action items Prepare documents and provide general administrative support Assist with scheduling across multiple businesses Real Estate Operations Support long-term rental administration Assist with tenant screening and documentation Coordinate contractor communications and renovation projects Research investment properties and support acquisition activities Maintain organized records across multiple properties Systems & Technology Implement and maintain SOPs using Notion or similar platforms Organize business systems, passwords, and documentation Support CRM implementation and workflow automation Help optimize the technology stack to improve operational efficiency Continuously document repeatable processes as the business grows Key Responsibilities Short-Term Rental Operations Manage guest communications across Airbnb, VRBO, OwnerRez, and related platforms.

Respond to guest inquiries and reservation-related requests. Coordinate check-ins, check-outs, and other guest-related activities. Monitor and respond to guest reviews. Assist with resolving routine guest issues and escalating complex issues when necessary. Coordinate cleaners, maintenance vendors, contractors, and other service providers.

Monitor property readiness and day-to-day operational requirements. Update property and listing information as needed. Support revenue management activities and maintain accurate reservation information. Executive & Administrative Support Manage and organize email communications. Maintain calendars, appointments, and scheduling across multiple businesses.

Track priorities, follow-ups, projects, and action items. Prepare documents, reports, and correspondence. Organize digital files, paperwork, and business records. Assist with day-to-day administrative responsibilities. Proactively follow up on outstanding tasks and ensure deadlines are not missed. R eal Estate & Property Operations Support administration of long-term rental properties.

Assist with tenant screening and related documentation. Maintain organized tenant and property records. Coordinate communications with contractors and service providers. Support renovation and new construction projects. Track project activities, timelines, and outstanding tasks. Research potential investment properties and assist with acquisition-related research.

Maintain accurate records across multiple properties and projects. Systems & Technology Implement and maintain SOPs using Notion or similar platforms. Document repeatable business and property management processes. Organize operational documentation and business systems. Assist with organizing password and access management systems.

Support CRM implementation and workflow automation. Help optimize the business technology stack. Identify opportunities to improve efficiency through better systems and processes. Standards Core R equirements Previous experience as an Executive Assistant, Operations Assistant, Property Management Assistant, Real Estate Virtual Assistant, or similar role.

Strong written and spoken English communication skills. Excellent organizational and time management abilities. Strong attention to detail. Ability to manage multiple properties, projects, and priorities simultaneously. Strong problem-solving and critical thinking skills. Comfortable working independently in a remote environment.

Proactive approach to identifying and resolving operational issues. Ability to handle confidential business, tenant, and guest information professionally. Reliable internet connection and suitable remote work setup. Technical Skills (Required or Strong Advantage) Required Google Workspace Microsoft Office Google Sheets / Excel Email and calendar management Cloud file storage and document organization Basic internet research Strong Advantage Airbnb VRBO OwnerRez Notion Property management systems CRM platforms Workflow automation tools Project management platforms such as ClickUp, Asana, Trello, or Monday.

com DocuSign or electronic signature platforms Password management tools AI productivity tools such as ChatGPT Nice-to-Have Previous experience in short-term rental operations. Experience with OwnerRez or another property management system. Real estate or property management experience. Experience supporting multiple rental properties.

Experience coordinating cleaners, contractors, and maintenance vendors. Experience with renovation or construction project coordination. Experience with tenant screening and long-term rental administration. Experience researching real estate investment opportunities. SOP creation and process documentation experience. Experience implementing business systems or automations.

Basic understanding of revenue management for short-term rentals. Work Ethic & Behavioral Expectations Highly organized and dependable. Proactive rather than waiting for instructions for every task. Comfortable managing multiple priorities and switching between different types of work. Detail-oriented and committed to maintaining accurate records.

Resourceful and confident solving routine operational problems. Professional and personable when communicating with guests, tenants, vendors, and business contacts. Comfortable working independently while knowing when to escalate an issue. Process-oriented and interested in building systems that make the business easier to operate.

Adaptable to changing priorities as the real estate portfolio grows. Accountable for following tasks through to completion. Interested in continuously improving workflows, documentation, and operational efficiency. Success Metrics First 30 Days Become familiar with the property portfolio, business priorities, and existing systems.

Learn the client's short-term rental platforms and operational workflows. Successfully manage routine guest communications and administrative tasks. Establish organized systems for tracking priorities, property issues, and follow-ups. Build familiarity with vendors, contractors, and recurring property operations. Within 90 Days Independently manage routine short-term rental operations with minimal supervision.

Maintain timely and professional guest communications. Coordinate cleaners, maintenance requests, and vendors effectively. Keep property, tenant, and project records accurate and organized. Begin documenting and improving recurring workflows through SOPs and business systems. Provide reliable administrative and executive support across the portfolio.

Ong oing Success Keep short-term rental operations running smoothly and proactively. Reduce administrative bottlenecks and prevent important tasks from falling through the cracks. Maintain accurate and organized property, tenant, vendor, and project records. Continuously improve SOPs, technology, and operational workflows.

Provide the business owner with greater visibility and control across the portfolio. Take increasing ownership of property operations and administrative responsibilities as the portfolio grows. Help create scalable systems that allow the real estate business to expand without creating a proportional increase in administrative workload.