Executive Assistant – Property Management

MOVE Your Business is proud to represent our client, a privately held investment and family office specializing in residential and commercial real estate, investment funds, and emerging technologies. The company focuses on acquiring and managing valuable assets, making strategic investments, and building long-term wealth through innovation and disciplined investment strategies.

On behalf of our client, we are seeking a highly organized, proactive, detail-oriented Executive Assistant to provide administrative and operational support to a property management business. The ideal candidate must have strong administrative and communication skills, with experience in property management or real estate considered an advantage. This role involves managing schedules, coordinating communications, maintaining records, and supporting daily business operations.

Benefits:

• Competitive salary
• Strong support system
• Salary increase starting in your first year of employment (based on performance)
• Health benefit ($30/month)
• Training materials for upskilling are provided
• Paid holiday leave (depending on the holidays that the client observes)
• Paid sick leaves
• Paid planned leaves
• Internet Allowance ($25/month)

Key Responsibilities:

• Executive & Administrative Support
  • Manage calendars, appointments, meetings, and email correspondence.
  • Prepare reports, documents, presentations, and other administrative materials.
  • Organize and maintain digital files, records, and confidential information.
  • Track important deadlines, follow-ups, and assigned tasks.
  • Provide day-to-day administrative support to executives

• Property Management Support
  • Assist with daily property management activities and administrative tasks.
  • Coordinate with tenants, property owners, vendors, and contractors.
  • Monitor maintenance requests, service schedules, and follow-ups.
  • Organize lease agreements, tenant records, and property-related documents.
  • Assist with property inspections, move-in/move-out coordination, and scheduling as needed.

• Communication & Coordination
  • Respond to emails, calls, and inquiries professionally and promptly.
  • Coordinate meetings and communications with internal and external stakeholders.
  • Follow up on outstanding requests and ensure timely completion of tasks.
  • Maintain effective communication between executives, team members, and business partners.

• Reporting & Task Management
  • Maintain spreadsheets, trackers, databases, and operational records.
  • Prepare regular updates and reports as requested.
  • Assist with invoice tracking, expense documentation, and basic administrative financial tasks.
  • Monitor ongoing activities and identify areas for process improvement.

• Ad Hoc & General Support
  • Handle additional administrative and operational tasks as assigned.
  • Assist with special projects, research, and other business-related activities.
  • Adapt to changing priorities and provide support wherever needed.
  • Perform other duties and responsibilities as reasonably assigned by management.

Qualifications & Requirements

• At least 2 years of experience as an Executive Assistant, Administrative Assistant, Virtual Assistant, or in a similar role.
• Previous experience in property management, real estate, or a related industry.
• Familiarity with tenant communication, lease documentation, maintenance coordination, or vendor management.
• Experience with property management software such as AppFolio, Buildium, Yardi, or similar platforms.
• Familiarity with CRM or task management tools.
• Excellent written and verbal English communication skills.
• Strong organizational, time management, and multitasking abilities.
• Proficiency in Microsoft Office and/or Google Workspace.
• Experience managing emails, calendars, documents, and administrative tasks.
• Strong attention to detail, problem-solving skills, and ability to work independently.
• Proactive, reliable, adaptable, and willing to learn new processes and systems.
• Two professional references and a valid criminal background check issued within the last 60 days are required for all successful applicants.
• Completion of intake paperwork, including submission of a valid tax identification number (e.g., Social Security Number, Social Insurance Number, or the country’s equivalent), is required prior to onboarding.

Working Hours:
Full Time (40 hours per week)
Monday through Friday, 8:00 a.m. - 5:00 p.m. Eastern Time

Pay: $800 + $55 Allowance per month

About Us:
MOVE Your Business is an outsourcing company based in Southern California, dedicated to empowering both businesses and professionals. We connect growing companies with skilled virtual talent while creating meaningful, long-term opportunities for our team members. As a fast-growing player in the outsourcing space, we’re committed to building partnerships that drive success and to fostering a supportive, inclusive environment where our people can thrive and grow with us.