Real Estate Executive Assistant

About Us: We are a dynamic Short Term Rental Management company based in the San Francisco Bay Area, dedicated to optimizing rental properties for maximum profitability and guest satisfaction. We are seeking a highly organized and proactive Remote Executive Assistant to support our owner with a variety of administrative and executive tasks.

Job Description: As a Remote Executive Assistant, you will provide critical support to our owner by handling a range of administrative and executive responsibilities. Your role will involve managing schedules, coordinating communications, and overseeing various operational tasks to ensure smooth day-to-day operations. The ideal candidate will be detail-oriented, efficient, and capable of working independently with minimal supervision.

Responsibilities include:

• Administrative Support:
o Manage and organize the owner’s calendar, schedule meetings, and coordinate
o appointments.
o Prepare, review, and edit correspondence, reports, and presentations.
o Handle email correspondence, prioritize communications, and ensure timely
o responses.
o Organize and maintain digital and physical files, ensuring easy access and
o confidentiality.

• Executive Assistance:
o Coordinate and manage executive meetings, including preparation of agendas and materials.
o Conduct research and provide summaries on various business-related topics as needed.
o Assist with travel arrangements, including booking flights, accommodations, and transportation.
o Handle special projects and ad-hoc tasks as assigned by the owner.

• Operational Support:
o Assist with internal and external communications, including liaising with vendors and partners.
o Track and follow up on action items from meetings and ensure deadlines are met.
o Help streamline and improve administrative processes and workflows.

• Customer and Client Interaction:
o Provide professional and responsive communication with clients and partners.
o Assist with client inquiries and ensure a high level of customer service.


Email and Communication Filtering: Regularly check and prioritize incoming communications to ensure the CEO addresses only the most critical items.
Meeting Coordination: Schedule and organize meetings, ensuring they are necessary and productive.
Calendar Management: Maintain a clear and organized calendar, balancing work and personal commitments.
Travel Planning: Arrange all aspects of travel, including itineraries, accommodations, and transportation.
Event Planning: Organize and oversee corporate events, ensuring they align with business goals and the CEO's availability.
Financial Monitoring: Keep an eye on expenses and budgets related to the CEO's activities and office.
Project Tracking: Stay informed about key business projects and deadlines to advise and update the CEO as needed.
Time Management: Continuously look for ways to make the CEO's schedule more efficient.
Networking Coordination: Manage contacts and networking opportunities, aligning them with business priorities.
Personal Appointments: Handle personal appointments to ensure a balanced lifestyle for the CEO.
Confidentiality Management: Safeguard sensitive information, ensuring privacy and security.
Task Prioritization: Regularly assess tasks and priorities to align with the CEO's strategic goals.
Team Communication: Act as a liaison between the CEO and other staff members or departments.
Feedback and Reporting: Gather and relay relevant feedback or reports to the CEO for informed decision-making.
Problem-Solving: Anticipate and address potential issues before they reach the CEO, ensuring smooth operations.

Qualifications:
• Proven experience as an executive assistant, administrative assistant, or similar role.
• Strong proficiency with office software, including Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Drive).
• Excellent organizational and multitasking skills with a keen eye for detail.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Self-motivated, reliable, and able to work independently with minimal supervision.
• Experience in a fast-paced or executive-level environment is a plus.

*Education and Experience
A minimum of a College Degree
2 years of Real Estate experience
2 years of Executive Assistant experience or combined experience as Executive Assistant or Virtual Assistant.

Required Skills & Other Requirements
• Administrative skills
• Typing Speed: 60 WPM
• Fast Internet
• Fast Computer
• Resourcefulness and Detail Oriented
• Knowledgeable and ability in using AI Language Model such as ChatGPT
• Must be willing to work under a Time Tracker - Time Doctor

How to apply:
Send the following to apply@kairosva.io
• Resume
• Audio: Please record yourself on your phone and let us know who you are and why we should hire you. Put the recording in a Dropbox link or something similar and send it to our email.

Subject line on the email: “[Job position] - (Last name, first name)

When applying for this job position, please let me know who the Prime Minister of London is at the END of the email.