Cette offre d'emploi n'est plus disponible
À propos
The Executive Assistant (EA) will operate as a high-level operator across multiple business verticals and personal affairs. The role is execution-focused, systems-driven, and accountable for organization, communication flow, and operational follow-through across all ventures.
Scope includes:
• Airbnb Portfolio (Toronto + other markets)
• Cartagena Dreams
• Medellin Villas
• Vacay Pads
• Toronto Real Estate Team
• Personal communications and calendar
The EA acts as command center, gatekeeper, and integrator.
⸻
CORE RESPONSIBILITIES
1. Airbnb Portfolio Management
Operations
• Manage listings across Airbnb and other OTAs
• Oversee pricing updates, calendar optimization, minimum stay rules
• Coordinate cleaners, maintenance, trades, and inventory replenishment
• Ensure guest screening protocols are followed
• Monitor reviews and respond within SLA
• Track occupancy, ADR, RevPAR
Compliance
• Monitor short-term rental regulations in Toronto and other jurisdictions
• Ensure licenses, insurance, and renewals are up to date
• Maintain documentation and reporting files
Finance
• Track payouts, expenses, contractor payments
• Monthly performance report summary
• Reconcile booking income vs expenses
⸻
2. Cartagena Dreams
Luxury villa, yacht, and concierge coordination in Cartagena, Colombia.
Sales Support
• Draft and send proposals
• Follow up on warm leads
• Manage CRM updates
• Track commissions for travel agents
Operations
• Coordinate villa availability
• Liaise with yacht providers
• Manage concierge itinerary documents
• Confirm logistics prior to client arrival
Marketing
• Schedule weekly email campaigns
• Coordinate social media posting
• Maintain media library (photos, videos)
• Track inbound inquiries
⸻
3. Medellin Villas
Luxury villa rental operations in Medellin, Colombia.
Operations
• Confirm bookings and contracts
• Coordinate property managers
• Verify guest deposits and payments
• Manage issue escalation
Growth
• Assist with partnership outreach
• Update listing descriptions
• Monitor competitor pricing
⸻
4. Vacay Pads
Short-term rental management brand targeting property owners.
Business Development
• Track inbound leads
• Schedule discovery calls
• Prepare management proposals
• Maintain owner pipeline
Operations
• Oversee onboarding checklist for new properties
• Coordinate photography and listing setup
• Monitor owner reporting dashboards
• Ensure KPI reporting accuracy
⸻
5. Toronto Real Estate Team
Admin
• Coordinate listing timelines
• Manage MLS uploads
• Organize transaction documentation
• Schedule showings
Marketing
• Coordinate staging and photography
• Prepare listing brochures
• Manage CRM for buyer and seller follow-ups
Deal Flow
• Track offers
• Maintain transaction checklist
• Coordinate with lawyers and mortgage brokers
⸻
6. Personal Executive Support
• Triage inbox daily
• Flag high-priority messages
• Draft replies
• Unsubscribe and archive non-essential emails
Calendar
• Manage scheduling across time zones
• Confirm meetings 24 hours prior
• Buffer travel time
• Block strategic focus time
Travel
• Book flights, hotels, transfers
• Create itineraries
• Track reward programs
Financial Oversight
• Track personal expenses
• Organize tax documents
• Coordinate with accountant
⸻
DAILY TASK STRUCTURE
Morning
• Inbox triage
• Calendar review
• Priority briefing
• Urgent operational issues
Midday
• Follow-ups including sales, partnerships, maintenance
• Proposal drafting
• Financial tracking updates
End of Day
• Status report summary
• Outstanding items list
• Next-day priority outline
⸻
WEEKLY TASKS
• KPI dashboard across all ventures
• Revenue summary per vertical
• Lead pipeline update
• Outstanding receivables report
• Operational issue log review
⸻
MONTHLY TASKS
• P and L summaries
• Contractor payment reconciliation
• Performance analysis for Airbnb and villas
• Marketing performance report
• Process improvement review
⸻
IDEAL CANDIDATE PROFILE
Skills
• Advanced organization and systems thinking
• Strong written communication
• CRM and property management software experience
• Financial literacy with basic bookkeeping understanding
• Ability to manage cross-border coordination
Traits
• Proactive executor
• Low drama, high accountability
• Structured thinker
• Discretion and confidentiality
• Comfortable operating across multiple brands
⸻
KPIs
• Inbox to zero daily
• 100 percent booking confirmation accuracy
• Under one hour response time to hot leads
• Monthly reporting delivered by the 5th of each month
• Zero missed compliance deadlines
⸻
Reporting Structure
Reports directly to Founder and Principal.
Authority to coordinate with contractors, property managers, designers, marketers, accountants, and travel partners.
Objective: remove operational drag so the principal focuses only on growth, capital allocation, and strategic relationships.
Contract duration of more than 6 months. with 40 hours per week.
Mandatory skills: Executive Support, Communications, Data Entry, Scheduling, Email Communication, Virtual Assistance, Administrative Support
Compétences linguistiques
- English
Avis aux utilisateurs
Cette offre a été publiée par l’un de nos partenaires. Vous pouvez consulter l’offre originale ici.