Executive Assistant & STR Operations Coordinator (Job ID: JULKYL1)

Insideoutva; Hinoba-an; Hybrid; PHP 603,000 - 689,000; Part time

Job summary

Insideoutva is seeking a proactive Executive Assistant & STR Operations Coordinator in the Philippines. The role covers short-term rental operations, executive administration, guest communications, and workflow optimization for a founder-led hospitality business.

You will support properties, coordinate vendors, manage schedules, and help scale processes with AI tools. Part-time, 20 hrs/week, with training during the first 90 days and flexible hours thereafter.

Qualifications

• Hosp. operations support experience in short-term rentals or similar.
• Strong written and spoken English communication.
• Familiar with property management platforms and guest communications.
• Ability to design and improve workflows and SOPs.
• Tech-savvy with interest in AI-assisted workflows.

Responsibilities

• STR & Hospitality Operations: handle guest messaging, coordinate cleaners, log issues, provide timely support.
• Exec & Operations Support: manage inboxes/calendars, prep meetings, update CRM, create weekly summaries.
• Social Media & Admin: schedule posts, assist with email marketing, maintain records.
• Technology & AI: use ChatGPT/Claude, learn new tools, improve efficiency.

Skills

Hospitality Experience

English Proficiency

Proactive Mindset

Attention to Detail

Problem Solving

Prioritization

Learning Agility

AI Tools

Tools

Airbnb

Vrbo

OwnerRez

Job description

C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL SPEAK STRICTLY IN ENGLISH DURING THEIR ENTIRE SHIFT.

JOB TITLE: Executive Assistant & STR Operations Coordinator
JOB ID: JULKYL1
INDUSTRY: Hospitality Management
LOCATION: PH
JOB STATUS: Part-Time (20 hrs/week)
WORK SCHEDULE: First 90 days: Strategic overlap Monday–Friday, 10 AM–6 PM ET for training and shadowing. Exact hours will be agreed with the selected candidate. After 90 days: Flexible 20 hrs/week, ideally including Sunday checkout coverage, Monday morning preparation, and evening overlap Thursday–Saturday.
SALARY: $7–$8/hour
TARGET START DATE: ASAP

ROLE OVERVIEW

About the Client:
A growing, founder-led hospitality company managing an established vacation rental portfolio while expanding into hospitality, real estate, and coaching initiatives. The company focuses on intentional care, seamless service, and thoughtful guest experiences.

About the Role:
We are seeking a proactive, hyper-organized, and tech-forward Executive Assistant & STR Operations Coordinator with 2–4 years of hospitality or virtual assistant experience. You will support short-term rental operations, executive administration, guest communication, and business workflows while helping the founder streamline operations and grow the business.

KEY RESPONSIBILITIES

1. STR & Hospitality Operations

• Monitor guest messaging and handle escalations across Airbnb, Vrbo, and OwnerRez.
• Coordinate cleaners, maintenance teams, contractors, and local vendors.
• Track property issues, logs, supplies, and replenishment needs.
• Provide warm, professional, and timely guest support.

2. Executive & Operations Support

• Manage inboxes, calendars, meeting preparation, CRM updates, files, and follow-ups.
• Execute the weekly Monday Reset and summarize key priorities.
• Create and improve SOPs and recurring workflows.
• Assist with market research, property data, and owner presentation decks.

3. Social Media & Administrative Workflows

• Schedule and publish social media content using provided materials.
• Assist with basic email marketing for guest retention and direct bookings.
• Maintain accurate CRM, property, and lead records.

4. Technology & AI

• Use ChatGPT, Claude, and other AI tools to improve efficiency and communication.
• Learn new platforms, automations, and operational tools as the business grows.

QUALIFICATIONS & SKILLS

• STR/Hospitality Experience: Direct experience supporting short-term rentals or hospitality operations.
• Platform Knowledge: Hands-on Airbnb and/or Vrbo experience; OwnerRez is a plus.
• AI & Technology: Comfortable using ChatGPT, Claude, and workflow automation tools.
• Communication: Excellent written and spoken English.
• Proactive Mindset: Anticipates needs and takes initiative without waiting for instructions.
• Attention to Detail: Highly organized with strong follow-through.
• Problem Solving: Solution-oriented and able to provide recommendations.
• Judgment: Able to prioritize calmly in a fast-moving environment.
• Learning Agility: Adaptable, resourceful, and eager to grow into a trusted right-hand partner.

FIRST 90-DAY TRAJECTORY

Days 1–30 – Learn & Shadow: Learn the properties, systems, people, workflows, and priorities.
Days 31–60 – Begin to Own: Take ownership of recurring workflows, guest escalations, Monday preparation, follow-ups, and documentation.
Days 61–90+ – Own & Anticipate: Independently manage assigned areas, improve workflows, anticipate needs, and create operational capacity for the founder.