Executive Assistant – Real Estate, Property Management & Development - REMOTE

Executive Assistant – Real Estate, Property Management & Development

Location: 100% Remote – United States

Compensation: $25–$30 per hour, depending on experience, education, qualifications, skills, and overall fit.

Schedule: Approximately 12–20 hours per week during the initial 3 month contract

This is a 100% remote, part-time position working directly with the owner of a boutique Los Angeles real estate & property management company. Candidates may be located anywhere in the United States but must be reliably available during agreed-upon Pacific Time business hours.

The initial engagement is expected to be approximately 3 months. For the right person, there may be an opportunity to continue working together longer term. However, candidates should be comfortable with the position as currently structured at 12–20 hours per week and should not apply based on an expectation that it will become full-time.

Our client is looking for someone who delivers exceptional results through efficiency, organization, initiative, reliability, and follow-through. They value productivity, quality, and meaningful contributions, with a focus on the value and impact of the work rather than simply the time spent on it.

About the Opportunity

This position is with a small boutique real estate, development, construction, leasing, and property management company based in Santa Monica, California, that owns and manages commercial and residential properties in the Los Angeles area.

I am looking for an exceptional Executive Assistant – Real Estate, Property Management & Development who will work directly with me and serve as a key operational partner.

This is not a traditional administrative assistant position focused solely on calendars and routine clerical work. I am looking for someone who can assist me as a trusted right-hand person by helping organize multiple projects and priorities, improving systems, proactively following up, anticipating and solving problems, and making sure important matters are brought to completion without requiring constant supervision.

A major part of the role is helping take information and outstanding matters that may be spread across emails, texts, documents, conversations, and different properties and turning them into an organized, visible system of priorities, deadlines, follow-ups, next actions, and completed items.

The ideal candidate is highly organized, proactive, dependable, technologically proficient, comfortable working independently, and able to take ownership of responsibilities rather than waiting to be told every next step.

Responsibilities

• Manage and maintain the owner's calendar, scheduling, appointments, reminders, and follow-ups.
• Maintain a centralized master task and project-management system and application software for priorities, deadlines, outstanding items, and next actions.
• Monitor open matters and proactively follow up with contractors, vendors, tenants, brokers, attorneys, architects, engineers, accountants, consultants, and other professionals.
• Assist with construction, leasing, property management, development, and ongoing real estate and business matters.
• Track project timelines, action items, deadlines, bids, proposals, contracts, invoices, payments, and outstanding decisions.
• Prepare concise project and status summaries identifying what has been completed, what is outstanding, what is delayed, and what requires the owner's attention or decision.
• Manage emails and professional correspondence and assist with drafting and responding to routine communications.
• Organize and maintain electronic files, business records, contracts, invoices, and confidential documents.
• Assist with accounting organization, invoice and expense tracking, and coordination with the bookkeeper, the accountant, and other financial professionals.
• Prepare spreadsheets, reports, comparisons, summaries, and other business documents.
• Establish and improve project-management systems, workflows, electronic filing systems, and operating procedures.
• Research products, vendors, services, regulations, and other matters as needed.
• Use technology and AI tools appropriately to improve productivity, research, organization, document review, correspondence, and workflow.
• Proactively identify outstanding issues, potential delays, missing information, and matters requiring follow-up rather than waiting for them to become problems.

Qualifications

I'm seeking someone with at least five years of relevant professional experience supporting an executive, business owner, entrepreneur, or senior manager in an Executive Assistant, Operations, Office Management, Project Coordination, Project Management, or similar role.

The ideal candidate is:

• Exceptionally organized and detail-oriented.
• Dependable and consistent in communication and follow-through.
• Proactive, resourceful, and comfortable taking ownership.
• Able to manage multiple unrelated priorities simultaneously.
• Comfortable working independently in a remote environment with minimal supervision.
• Able to distinguish between matters that can be handled independently and matters requiring the owner's decision.
• Comfortable communicating professionally with contractors, vendors, tenants, attorneys, accountants, brokers, and other professionals.
• Strong in written and verbal communication.
• Comfortable working with numbers, invoices, spreadsheets, budgets, and business records.
• Able to handle confidential business and financial information with discretion and sound judgment.
• Technologically proficient and able to learn new software quickly.

Required Technology Experience

Candidates should be proficient with:

• Microsoft Outlook, Word, and Excel
• Adobe Acrobat
• OneDrive, Google Drive, Dropbox, or similar cloud-based document-management systems

Hands-on project-management/productivity software experience is required. Candidates should have meaningful experience with one or more platforms such as:

• Monday.com
• ClickUp
• Asana
• Notion,ai
• Trello
• Airtable
• or a comparable project-management platform

You should be comfortable using these systems to manage priorities, deadlines, recurring tasks, follow-ups, project status, responsible parties, and outstanding decisions—not simply as a basic to-do list.

Strongly Preferred

Experience in one or more of the following is highly desirable but not required:

• Real estate investment or operations
• Property management
• Construction or development
• Commercial or residential leasing
• AppFolio, Yardi, Buildium, or similar property-management software
• QuickBooks or other accounting software
• Construction/project-management software
• AI tools such as ChatGPT, Claude, Gemini, Microsoft Copilot, or similar platforms

Direct real estate experience is valuable, but I am also interested in exceptional candidates from other industries who have demonstrated strong executive support, operations, project-management, organizational, and problem-solving abilities.

Remote Work & Communication

This is a 100% remote position, so reliability, communication, accountability, and independent work habits are particularly important.

I do not expect someone to be available every minute of the workday. However, when you are unavailable or an assignment cannot be completed as expected, timely communication is essential. I am looking for someone who communicates proactively rather than requiring repeated follow-up.

The successful candidate should be comfortable working from a clearly organized project-management system so that priorities, progress, deadlines, outstanding matters, and completed work remain visible.

The position requires availability during mutually agreed-upon Pacific Time business hours, although there can be flexibility in how the remaining hours are scheduled.

This Position Is Probably Not the Right Fit If...

• You are primarily seeking a full-time position and would view this role only as temporary until one becomes available.
• You require frequent supervision or reminders to complete assignments.
• You tend to wait for instructions rather than identifying and following up on the next logical step.
• You struggle to manage multiple priorities or follow projects through to completion.
• You are uncomfortable working independently in a remote environment.
• You frequently become unavailable during agreed working hours without communicating.
• You prefer routine administrative work over problem-solving, organization, and taking ownership of projects.

Why You'll Enjoy This Opportunity

You’ll work closely with the owner across a diverse range of real estate, construction, leasing, property management, development, and business initiatives. Your organization, initiative, sound judgment, and follow-through will play an important role in keeping projects moving forward and making a meaningful impact.

You’ll be joining a small, owner-led business where your contributions are truly seen and valued. Rather than being limited to one area, you’ll have the opportunity to gain exposure to many facets of managing and growing a real estate portfolio, take ownership of projects, help improve systems and processes, and see the direct results of your work. It’s a great opportunity for someone who enjoys variety, values trust and collaboration, and wants to make a meaningful contribution to a growing business.

Our client values quality, efficiency, and meaningful results, with an appreciation for the value and impact of the work you bring to the role. They’re looking for someone who takes pride in what they do, takes ownership of their responsibilities, and approaches each task with care and initiative.

For the right person, this role offers the opportunity to build a long-term working relationship, take meaningful ownership of responsibilities, and grow alongside the needs of the business. As the relationship develops, there may be opportunities to take on additional hours and responsibilities.

Professional references and a background check may be requested as part of the finalist process.

To Apply

Please submit your résumé and a brief cover letter.

Please begin your cover letter with the words “Remote – Pacific Time.” This helps confirm that you have carefully reviewed the position requirements.

Our client is looking for someone who takes pride in doing excellent work, communicates thoughtfully and reliably, and enjoys bringing organization and structure to complex situations. This is an opportunity for someone who is proactive, resourceful, and detail-oriented to take meaningful ownership of their work, contribute across a variety of areas, and see the direct impact of their contributions.