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

Executive Assistant – Real Estate, Property Management & Development

Location: Santa Monica, California | Primarily Remote with Occasional In-Person Work as Needed

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

Schedule: Approximately 12–20 hours per week

This is a primarily remote position with occasional in-person availability in Santa Monica as needed. Although the platform may display one in-office day per week because the position is categorized as hybrid, there is no fixed weekly in-office requirement.

Most work is expected to be performed remotely.

From time to time, you may be asked to come to Santa Monica for onboarding, meetings, special projects, document organization, or other matters that are more efficiently handled in person. In-person work will generally be coordinated in advance based on business needs and availability.

Candidates should therefore live within a reasonable commuting distance of Santa Monica and be able to come in occasionally when needed.

Our client is looking for someone who delivers exceptional results through efficiency, organization, initiative, reliability, and follow-through. They value productivity and quality of work over simply the number of hours worked.

About the Opportunity

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

Our client is seeking an exceptional Executive Assistant – Real Estate, Property Management & Development who will work directly with the client and serve as a key operational partner.

This is not a traditional administrative assistant position focused solely on calendars and routine clerical work. Our client is looking for a trusted right-hand person who can help organize multiple projects and priorities, improve systems and workflows, proactively follow up on outstanding matters, anticipate and solve problems, and ensure important details don’t fall through the cracks.

A major part of the role is taking information and outstanding matters that may be spread across emails, texts, documents, conversations, and multiple properties and turning them into an organized 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 with minimal supervision.

Responsibilities

• Manage calendars, scheduling, reminders, emails, and professional correspondence.
• Maintain a centralized master task and project-management system for priorities, deadlines, outstanding items, and follow-ups.
• Track project timelines, action items, deadlines, bids, proposals, invoices, payments, and outstanding decisions.
• Coordinate and follow up with contractors, vendors, tenants, brokers, attorneys, architects, engineers, accountants, consultants, and other professionals.
• Assist with construction, leasing, property management, development, and day-to-day real estate and business operations.
• Prepare concise project and status summaries identifying completed items, outstanding matters, delays, and issues requiring the owner's attention.
• Organize electronic files, business records, contracts, invoices, and confidential documents.
• Assist with accounting organization, invoice and expense tracking, and coordination with bookkeepers and accountants.
• Prepare spreadsheets, reports, comparisons, and other business documents.
• Establish and improve project-management systems, workflows, electronic filing systems, and operating procedures.
• Research vendors, products, services, regulations, and other business matters as needed.
• Use technology and AI tools appropriately to improve research, organization, correspondence, document review, and productivity.
• Proactively identify outstanding issues, potential delays, and missing information and follow up without waiting to be reminded.
• Occasionally assist with in-person matters in Santa Monica or at local properties when needed.

Qualifications

Minimum 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 with minimal supervision.
• Able to distinguish between matters that can be handled independently and matters requiring the owner's decision.
• Strong in written and verbal communication.
• Comfortable communicating professionally with contractors, vendors, tenants, attorneys, accountants, brokers, and other professionals.
• 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 file-management systems

Hands-on experience with project-management and productivity software is required. Candidates should have meaningful experience with one or more platforms such as Monday.com, ClickUp, Asana, Notion, Trello, Airtable, or a comparable system and be comfortable using it to manage priorities, deadlines, follow-ups, and project status.

Strongly Preferred

Experience with any 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 our client is also open to exceptional candidates from other industries who have demonstrated strong executive support, operations, project management, organizational, and problem-solving skills.

Work Arrangement

This is a primarily remote, part-time position expected to provide approximately 12–20 hours per week.

There is no fixed weekly in-office schedule. Most responsibilities can be handled remotely. However, because the business is based in Santa Monica, candidates should be able and willing to work in person in Santa Monica occasionally and as needed, with reasonable advance notice.

The schedule can have flexibility, but reliable availability during mutually agreed-upon business hours is important.

The initial engagement is expected to be approximately three 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.

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 need frequent supervision or reminders to complete assignments and follow through.
• 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 frequently become unavailable during agreed working hours without communicating.
• You prefer routine administrative work over solving problems, improving systems, and taking ownership.

Why You'll Enjoy This Opportunity

You’ll work closely with our client 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 visible 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, improve systems and processes, and see the direct results of your work.

Our Client values quality over clock-watching and results over simply putting in hours.

This role offers the opportunity to build a meaningful, long-term working relationship while taking genuine ownership of important responsibilities. As the partnership grows, there may also be opportunities to take on additional hours and responsibilities, allowing the role to evolve alongside the needs of the business.

Professional references and a background check may be requested from finalists.

To Apply

Please submit your résumé and a brief cover letter describing why your experience would be a good fit for this position.

Please begin your cover letter with the word “Santa Monica.” This helps confirm that you have carefully reviewed the position requirements.

The five screening questions included with this posting must also be completed for consideration.