Full-time Executive Assistant

Hi there!

We're looking for a High-Level Executive Assistant to perform the following:

Administrative Support:
- Calendar management and appointment setting
- Prepare and edit correspondence, communications, presentations, and other documents.
- Assist in the preparation of regularly scheduled reports.

Communication Management
- Email management
- Answer and direct phone calls as necessary (later option)
- Maintain professional relationships with clients, team members, and partners

Data Management
- Perform database and records management.
- Conduct research, compile data, and prepare documents for consideration and presentation.

Project Management
- Assist in project planning and management.
- Track project progress and collaborate with team members to ensure timely completion
- Utilize appropriate project management software

Customer Service
- Provide client support via phone, email, or chat.
- Resolve customer inquiries or issues promptly and efficiently.

Bookkeeping
- Maintain and update financial records, including daily financial entries and reconciliations
- Process invoices, receipts, and payments
- Prepare financial statements and reports
- Assist with budgeting and forecasting activities
- Liaise with external accountants to ensure timely financial audits and reporting

Short-term Rental Support
- Manage and update listings on short-term rental platforms like Airbnb, VRBO, etc.
- Coordinate bookings, respond to guest inquiries, and ensure smooth check-in and check-out processes
- Handle guest communication and resolve issues promptly
- Maintain property information and ensure all details are accurate and up-to-date

Real Estate Opportunity Analysis
- Conduct market research and analysis to identify potential real estate investment opportunities
- Prepare detailed reports on property performance, market trends, and investment potential
- Assist in evaluating and comparing real estate opportunities based on financial and strategic criteria.

Household Management
- Coordinate household appointments, such as doctors' appointments and school-related activities
- Organize and oversee household tasks and help coordinate any necessary home maintenance
- Assist with personal errands, such as online shopping, meal planning, and other household needs
- Support in managing activities and schedules of 17-year-old twins, ensuring they stay on track with their commitments

Task Coordination
- Perform various office support tasks, including order processing, invoice management, and basic bookkeeping.
- Execute special projects and other duties as assigned.

Preferred Qualifications:
- Experience in bookkeeping and financial management.
- Familiarity with accounting software (e.g., QuickBooks)
- Knowledge of short-term rental platform operations and management (ideal)
- Experience with market research and real estate opportunity analysis
- Experience with online tools and platforms such as Asana, Trello, Google Workspace, etc.

Qualities/Requirements:
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Familiarity with communication tools like Slack, Zoom, etc.
- Excellent time management skills
- Strong organizational skills
- Multi-tasker
- Knowledge of office management systems and procedures
- Detail-oriented and problem solver
- Proactive
- Able to work independently
- Able to quickly learn new tasks and take initiative.
- Able to maintain confidentiality and handle sensitive information securely.
- Excellent spoken and written English
- Strong communication and interpersonal skills

This is in PST (Pacific Standard Time).
This is a Full-time job.

To get an interview, please send to zoe@mediamachine.info (Exact email subject: SELECTION) the following:

1. Please summarize your professional background, highlighting your experience as an Executive Assistant with strong operational skills.
2. PDF copy of your Resume/CV.
3. Quick introduction of yourself via voice recording.
4. List of references (preferably the most recent English-speaking client).
5. Screenshot of your internet speed and computer specs.
6. PDF copy of DISC test results. Use this link for the test - www.tonyrobbins.com/disc/ (Please include what personality the test identified you as). Please do not send me other DISC results, only from the one you took from that link.

Thank you, and please complete submitting all of the requirements.