Executive Virtual Assistant / Accounting Real Estate Support

Job description

**Overview** Join a growing real estate company that manages rental properties, conducts buy/sell transactions, and handles in-house property flips. The owners are seeking a proactive, detail-oriented Executive Virtual Assistant (EVA) to handle a blend of business, administrative, and light personal support tasks. This is a long-term role designed to expand as trust and capability grow. ### Core Responsibilities - ***Administrative & Executive Support*** - Manage emails, calendars, and scheduling for the owners, ensuring timely follow-ups and organized daily flow. - Conduct online research (vendors, logistics, pricing, travel, etc.) for both business and personal needs. - Assist with personal coordination tasks, such as organizing baseball tournaments, researching travel accommodations, or handling family scheduling. - Prepare reports, track projects, and maintain digital filing systems for companydocuments. - ***Real Estate Operations*** - Support property management activities using Buildium (or similar software). - Record rent payments, update tenant information, and apply early paymentdiscounts. - Manage communication with tenants via text/email regarding maintenance, updates, or payment reminders. - Handle tenant screening and application tracking; assist in coordinating move-ins and move-outs. - Manage buy/sell property listings, coordinate showings, and liaise with clients as needed. - ***Bookkeeping & Financial Support*** - Record and reconcile transactions in QuickBooks. - Support monthly reconciliations for property management accounts. - Coordinate trust account payments and ensure records align with Buildium entries. - Prepare simple financial summaries and assist with tracking expenses or receipts. - ***Marketing Support*** - Edit and upload photos and videos for property listings and social media. - Perform light photo touch-ups (brightness, cropping, watermarking) using Windows Photos or Adobe tools. - Trim, clean, and prepare property walk-through videos using Adobe Premiere Elements or similar. - Post and maintain listings on platforms like Zillow, Facebook Marketplace, and MLS (if authorized). ### Qualifications - 3+ years of experience in real estate, executive assistance, or property management support. - Proficiency in QuickBooks and familiarity with property management systems (e.g., Buildium, AppFolio, or similar). - Experience with photo/video editing tools such as Adobe Premiere Elements, Canva, or basic Windows tools. - Excellent English communication skills (written and verbal). - Strong organizational and multitasking abilities, with a high attention to detail. - Comfortable handling a blend of business and personal assistant tasks. - Reliable internet connection, computer, and ability to work U.S. Eastern hours. ### Preferred Skills - Experience managing rental property portfolios or working with real estate agencies. - Basic understanding of U.S. real estate terms, lease agreements, and rental processes. - Familiarity with Google Workspace or Microsoft Office Suite. - Strong communication etiquette and comfort in client-facing correspondence. ### Tools You’ll Use - **QuickBooks** – bookkeeping, expense tracking, reconciliation. - **Buildium** – rent collection, tenant records, owner payouts. - **Microsoft Excel / Google Sheets** – data tracking and reports. - **Adobe Premiere Elements / Windows Photos** – simple media edits. - **Email, Texting Platforms, and VoIP** – tenant and client communication. ### Growth Path - **Start part-time (20 hours/week)** focused on key admin, bookkeeping, and property tasks. - Expand to full-time (40 hours/week) as trust, workflow mastery, and business needs grow. ### Success Indicators (First 90 Days) - Inbox and calendar consistently organized and up to date. - Tenant and vendor communications handled professionally and promptly. - Bookkeeping entries accurate and reconciled monthly. - Media and listings completed on time with quality presentation. - Positive feedback from owners on responsiveness and initiative.