Executive VA for Luxury Property Rental Management

Hi,
We're looking for a proactive, detail-oriented Assistant to help manage our growing property rental business. With two luxury listings in Tennessee and twenty long-term rentals across three states, we're excited to bring someone on board to enhance our service and support operations. We plan to expand both the short-term and long-term rental sides significantly in the next two years, creating room for growth and increased responsibility for the right person.

Why This Role is Unique:

This isn’t just a role for someone who follows a checklist; we’re looking for a team member who will take ownership, think creatively, and contribute to refining our systems as we grow. With our established long-term team, we’re excited to build a similar lasting relationship with someone for this role, ensuring you feel supported, trusted, and empowered to make decisions.

Position Overview:

This role will be 20 hours per week, with the potential to grow to full-time (40 hours/week) as our needs and your familiarity with our processes evolve. We’re flexible in increasing hours if the workload justifies it, and your compensation will reflect your experience, contributions, and growth.

Key Responsibilities:

Property Management:
**Long Term Rental Management will be the primary focus of this role.** (80%)

Serve as the point of contact for tenant inquiries,
Coordinating repairs and maintenance as needed.
Manage lease renewals, documentation, and ensure compliance with lease terms.
Track rent payments and support timely follow-ups for outstanding balances.
Coordinating with housing assistance agencies as needed.
Pursuing late payments, processing eviction documents when necessary.
Oversee move-in/move-out procedures, including inspections and maintenance.
Develop and document procedures for efficient property management.

Short-Term Rental Management (20%)
Maintain guest communication, ensuring timely responses and excellent service.
Coordinate and monitor property maintenance and cleaning schedules.
Confirm turnover inspections and follow up on guest or property issues.
Monitor inventory and maintain supplies at appropriate levels
Identify and suggest process improvements for guest experience and efficiency.

System Optimization and Development
Collaborate on developing templates, SOPs, and streamlined processes.
Track tasks and projects across days to ensure consistent progress and timely resolution of issues.
Use Loom for training videos and contribute ideas for future systems.

Qualifications:
Excellent English Communication Skills: Strong written and verbal English skills; able to communicate clearly, effectively, and with a customer-focused tone.
Preference for experience with long term rental property management, but not essential.

Detail-Oriented and Organized:
Highly detail-oriented, able to track tasks, follow up on outstanding issues, and ensure every project step is completed to the highest standard.
To ensure attention to detail, please include the name of the bass player of the rock band the Grateful Dead in the subject line of your application email. This helps us identify applicants who thoroughly read the job description.

Problem-Solving Initiative:
Capable of leading efforts to solve issues, anticipating needs, and ensuring smooth operations by taking ownership of tasks from start to finish.

Flexibility & Availability:
Starting schedule will be 4 hours per day, 1:00-5:00 PM Monday-Friday, US East Coast hours.

Tech Requirements: Reliable internet connection with backup and proficiency with Google Drive.

How to Apply:
In your application, confirm your availability for the days and times listed above, and describe any relevant experience that demonstrates your ability to communicate well, track details across projects, and ensure that tasks are completed to high standards. Please include a resume or summary to showcase your background. If you have professional recommendations from previous US based employers, we encourage you to include those.

Additional Benefits: This position offers long-term stability and growth potential for those who demonstrate reliability, trustworthiness, and a passion for learning. We value loyalty and reward it with raises, added responsibilities, and the opportunity to shape and improve our processes as we grow.
Thank you for considering this opportunity. We look forward to finding the right fit for our team!
Best,
David