Full-Time Executive Assistant & Short-Term Rental Operations Virtual Assistant
Job Description
Client Industry: Real Estate / Short-Term Rental / Property Management
Employment Type: Full-Time
Work Setup: Remote
Client 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.
Real 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 Requirements
- 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.
Ongoing 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.