Marketing production assistant supporting a systemized, AI - enabled agency. Producing podcasts, videos, Canva assets, social content, and quality - controlled marketing deliverables.
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Executive Assistant, Property Management & Short-Term Rental Operations
Posted 4 hours ago
About the role
- Remote executive assistant supporting a Canadian real estate portfolio and short-term rentals. Managing guests, vendors, property records, systems, and administrative workflows.
Responsibilities
- Manage guest communications across Airbnb, VRBO, OwnerRez, and related platforms
- Respond to guest inquiries and reservation-related requests
- Coordinate check-ins, check-outs, reviews, issue resolution, cleaners, maintenance vendors, contractors, and service providers
- Monitor property readiness and day-to-day operational requirements
- Update property and listing information
- Support revenue management activities and maintain accurate reservation information
- Manage and organize email communications, calendars, appointments, and scheduling across multiple businesses
- Track priorities, follow-ups, projects, action items, and deadlines
- Prepare documents, reports, correspondence, and provide general administrative support
- Organize digital files, paperwork, business records, passwords, and access documentation
- Support long-term rental administration, tenant screening, and tenant documentation
- Coordinate contractor communications and support renovation and new construction projects
- Track project activities, timelines, and outstanding tasks
- Research potential investment properties and support acquisition-related research
- Implement and maintain SOPs using Notion or similar platforms
- Document repeatable business and property management processes
- Support CRM implementation and workflow automation
- Optimize the business technology stack and identify efficiency improvements
- Establish organized systems for tracking priorities, property issues, and follow-ups
- Provide increasing ownership of property operations and administrative responsibilities as the portfolio grows
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
- Required: Google Workspace
- Required: Microsoft Office
- Required: Google Sheets / Excel
- Required: Email and calendar management
- Required: Cloud file storage and document organization
- Required: Basic internet research
- Strong advantage: Airbnb, VRBO, OwnerRez, Notion, property management systems, CRM platforms, workflow automation tools, project management platforms, DocuSign or electronic signature platforms, password management tools, and AI productivity tools such as ChatGPT
- Previous short-term rental operations, real estate, or property management experience is a nice-to-have
- Experience supporting multiple rental properties is a nice-to-have
- Experience coordinating cleaners, contractors, and maintenance vendors is a nice-to-have
- Experience with renovation or construction project coordination is a nice-to-have
- Experience with tenant screening and long-term rental administration is a nice-to-have
- Experience researching real estate investment opportunities is a nice-to-have
- SOP creation, process documentation, business systems, and automation experience is a nice-to-have
- Basic understanding of revenue management for short-term rentals is a nice-to-have
- Highly organized, dependable, proactive, adaptable, resourceful, and process-oriented
- Interested in continuously improving workflows, documentation, and operational efficiency
Benefits
- Full-time remote work setup
- Long-term opportunity
- Opportunity to work across short-term rentals, long-term rentals, new construction, and renovation projects
- Opportunity to build scalable systems and improve operational efficiency
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