Virtual Executive Assistant — Real Estate & Property Operations

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.

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