Virtual Executive Assistant — Real Estate & Property Operations

Remote; San Francisco (CA); Remote; USD 28,000 - 48,000; Full time

Benefits offered by this job

100% remote

Birthday bonus

Testimonial bonus

No tracker

Job summary

Assist World seeks a capable virtual assistant/executive assistant to support a busy principal with property management, construction, and a franchise acquisition. You will handle email, calendars, and coordinating tasks across multiple ventures.

You will be working 100% remotely, collaborating across vendors and professionals, and maintaining confidentiality of sensitive financial information while staying highly organized and proactive.

Qualifications

• Must have prior VA/EA experience in real estate or small business operations.
• Comfortable handling sensitive financial information.
• Proficient with Google Workspace (Sheets, Gmail, Calendar).
• Able to manage multiple priorities for a busy principal.
• Experience working remotely and independently.

Responsibilities

• Track mortgage payments across the rental property portfolio and follow up to keep everything current.
• Monitor rent payments for self-managed tenants; flag late or missing payments and escalate appropriately.
• Keep organized records across ~7 property managers and ~50 rental units.
• Manage Rob's email inbox — organize, label, and respond on his behalf where appropriate.
• Manage his calendar and scheduling.
• Make and take phone calls with vendors, utility providers, and servicers.
• Provide executive assistant support across Rob's ventures (construction, property management, franchise, recording studio).
• Coordinate documentation with outside professionals to keep processes moving.
• Help build a simple tracking system for tenant and mortgage payments.

Skills

VA/EA experience

Real estate exposure

Google Workspace proficient

Discreet & dependable

Excellent organization

Tools

Google Sheets

Gmail

Calendar management

Job description

The client real estate and construction business with a rental portfolio of roughly 50 properties, managed through a mix of about seven external property managers and some units he oversees directly. He also has active new-construction projects, is acquiring a franchise (101 Mobility — mobility ramps and lifts), and is setting up a recording studio. This is his first time hiring support, and he needs someone to take ownership of recurring admin and communications so he can focus on the business.

Key Responsibilities

• Track mortgage payments across the rental property portfolio and follow up to keep everything current.

• Monitor rent payments for self-managed tenants; flag late or missing payments and escalate appropriately (e.g., routing to eviction process when needed).

• Keep organized records (currently Google Sheets) across ~7 property managers and ~50 rental units.

• Manage Rob's email inbox — organize, label, and respond on his behalf where appropriate.

• Manage his calendar and scheduling.

• Make and take phone calls with vendors, utility providers, and servicers — e.g., setting up/tearing down utilities between tenants on construction turnovers.

• Provide general executive assistant support across Rob's ventures (construction, property management, franchise acquisition, recording studio) — the day-to-day mix will be varied and ad hoc.

• Help coordinate documentation and next steps with outside professionals (e.g., tax structuring) — not performing the work itself, but keeping it moving.

• Help build out a simple, reliable tracking system for tenant and mortgage payments, with an eye toward adopting dedicated software down the line.

What We're Looking For

• Prior experience as a VA or EA, ideally with exposure to real estate, property management, or small business operations.

• Comfortable making and taking phone calls with vendors and service providers.

• Highly organized and able to manage multiple, sometimes competing priorities for one busy principal.

• Proficient in Google Workspace (Sheets, Gmail, Calendar).

• Discreet and dependable — this role touches sensitive financial information (rent, mortgages, credit-related matters).

• Comfortable with ambiguity — the role is still taking shape and will evolve as the working relationship develops.

• Able to work Eastern Time hours.

Why Join Assist World?

• 100% REMOTE

• $50 birthday bonus

• $200 testimonial bonus

• NO TRACKER. NO PROBLEM