Executive Assistant

RecruitMyMom; United States; Remote; USD 28,000 - 50,000; Part time

Benefits offered by this job

Flexible remote contract hours

Opportunity to grow with the business

Job summary

RecruitMyMom is seeking an Executive Assistant to support Directors remotely with calendar management, document tracking, and data organization. This independent contractor role offers 2–5 hours per week with potential to scale as the business grows.

You will manage asynchronous communication, coordinate with lawyers, brokers, and investors, and help set up centralized task systems and SOPs across Google Workspace.

Qualifications

• Proven EA/PA with operational support experience in real estate or investment sectors.
• Strong numerical aptitude and meticulous handling of spreadsheets and legal documents.
• Experience with Google Workspace and project management software.
• Excellent written and verbal communication; able to work remotely with minimal supervision.
• High initiative and ability to create order from chaos.
• Fully set up home office.

Responsibilities

• Coordinate Director schedules, resolve conflicts, and protect focus time.
• Track property documents and monitor conveyancing deadlines.
• Set up and manage centralized task systems and SOPs.
• Maintain investor tracking and assemble presentation collateral.
• Maintain property spreadsheets and organize Google Drive.

Skills

Executive Support

Personal Assistant

Spreadsheet Handling

Google Workspace

Project Management Tools

Remote Work

Communication Skills

Home Office Setup

Tools

Trello

Asana

Google Drive

Google Sheets

Google Docs

Job description

This is a remote position. A property investment firm is seeking an organized, proactive Executive Assistant to support the Directors across key operational and administrative areas.

This is a fully remote, independent contractor role starting at 2-5 hours per week, with scope to increase as the business scales.

Working directly with the Directors, you will take ownership of daily workflows, manage calendars, and track critical conveyancing and banking documentation for property deals.

You will keep property spreadsheets meticulously updated, organize Google Drive, set up task management systems (e.g. Asana/Trello), and handle light social media updates.

Our ideal candidate is a detail-oriented systems thinker who thrives on managing asynchronous communications, coordinating with lawyers, brokers, and investors, and bringing order to busy schedules.

Key Responsibilities:

• Executive Support & Diary Management:
  • Coordinate Director schedules, resolve scheduling conflicts, and protect focus time.
  • Issue timely reminders for upcoming investor calls, conveyancing deadlines, and networking events.
  • Manage asynchronous updates, converting late-evening voice notes and messages into clear daily task priorities.
• Property Deal & Conveyancing Administration:
  • Organize, track, and chase critical property documents, including Memorandums of Sale, valuation reports, signed loan agreements, and Deeds of Trust.
  • Maintain clear records of outstanding solicitor and lender queries to keep property completions moving forward smoothly.
  • Keep property spreadsheets, entity structures, and deal tracking sheets updated with absolute accuracy.
• Operations & Process Improvement:
  • Help select, implement, and manage centralized task-tracking tools (e.g., Trello, Asana, or Google Workspace).
  • Standardize document naming conventions and maintain organized Google Drive folder structures.
  • Identify operational bottlenecks and establish clean Standard Operating Procedures (SOPs).
• Investor Relations & Visibility:
  • Maintain investor tracking spreadsheets and assist with assembling presentation collateral for masterminds and property investor networks.
  • Collect project updates, case studies, and deal milestones from Directors to schedule on social media platforms.

Requirements

• Proven experience as an Executive Assistant, Personal Assistant, or in an operational support role, ideally within property development, real estate, or investment sectors.
• Strong numerical aptitude and exceptional attention to detail when working with spreadsheets and legal documents.
• Experience with Google Workspace (Drive, Sheets, Docs) and project management software (Trello, Asana, or similar).
• Comfortable and experienced working remotely with minimal supervision and managing flexible or asynchronous working hours.
• Excellent written and verbal communication skills.
• High level of initiative- a problem-solver who naturally creates order out of chaos.
• Fully set up home office.

Desirable Traits:

• Process thinker: Loves building structured, repeatable systems.
• Calm under pressure: Manages multiple deadlines without losing accuracy.
• Proactive gatekeeper: Anticipates issues and keeps processes moving before bottlenecks occur.
• Tech-savvy: Comfortable learning and implementing digital workflow tools.

Benefits

• Flexible, part-time remote contract starting at 2-5 hours per week, with opportunity to scale hours as the role grows.
• Fully remote flexibility working aligned with UK time zones.
• Opportunity to work closely with ambitious property entrepreneurs and shape the operational foundation of a growing portfolio.

Originally posted on Himalayas