Executive Assistant — Real Estate & Nonprofit/Board Support
Philippines / South Africa
VA/EA – Operations /
Executive Assistant /
Remote
Job Description
Provide high-level executive support across a national real estate portfolio and multiple nonprofit/board commitments. Own calendar, email organization, scheduling, and travel—with a strong emphasis on building systems that reduce executive time on repetitive tasks (e.g., inbox triage and filing rules).
Priorities
- Inbox Under Control: Clear, prioritized inbox with a simple rubric + tracking sheet; executive’s daily “sorting time” reduced drastically.
- Frictionless Scheduling: Board, nonprofit, and business meetings booked correctly the first time, with smart buffers and prep.
- Travel, Done Right: Efficient, cost-aware itineraries with holds/options, confirmations, and tidy travel docs.
- Predictable Rhythm: Weekly touchpoint agenda prepared; actions tracked and closed.
Key Responsibilities
- Calendar & Scheduling: Coordinate business, nonprofit, and board meetings (Zoom/in-person); manage time blocks, buffers, and prep notes.
- Email Management & Organization: Create/maintain filing system (folders/labels + spreadsheet rubric); triage, draft replies, and follow-ups.
- Travel Management: Research, book, and manage itineraries (air/hotel/ground); maintain confirmations and changes in one place.
- Board/Nonprofit Support: Schedule committees/boards, track actions, send materials, and ensure RSVP/attendance.
- Admin Systems: Build lightweight SOPs/checklists that keep recurring tasks fast and error-free.
- Executive Communication: Draft concise emails/briefings; maintain discretion and confidentiality.
MUST-HAVE Qualifications
- 5+ years Executive Assistant/Virtual EA experience supporting a founder/C-suite or equivalent.
- Exceptional English (written & verbal); professional email drafting.
- Proven inbox + calendar mastery (Google Workspace or Outlook) with folder/label systems.
- Travel booking experience (multi-city, changes, constraints).
- Strong judgment & discretion with sensitive information.
- Proactive, process-minded, and detail-obsessed—anticipates needs without over-management.
- Timezone flexibility for ET meetings and deadlines.
Nice to Have
- Background supporting real estate/REITs, private funds, or board/nonprofit environments.
- Familiarity with simple trackers (Sheets/Excel), Zoom scheduling, and light doc formatting.
Tools You’ll Use
- Google Workspace or Microsoft 365 (Calendar, Mail, Docs/Word, Sheets/Excel), Zoom, and basic project/task trackers (e.g., Sheets/Excel-based action logs). Willing to adapt to established email-folder “system.”
$500 - $1,100 a month
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