What are the responsibilities and job description for the Executive Operations Assistant position at Columbiana Clinic?
About the Role
A multi-business entrepreneur with a diverse portfolio—including long-term rental homes, vacation rental condos, a wedding/event venue, and multiple private estates—is seeking an exceptionally organized and proactive Personal Assistant.
This role is ideal for someone who enjoys varied work, can communicate professionally with clients, and is comfortable with both administrative tasks and hands-on responsibilities. Workload will fluctuate—busy seasons (such as weddings and rental turnovers) require increased attention, while slower seasons provide more time for organization and long-term projects. This role will require being accessible with an assigned phone and returning timely responses.
Key Responsibilities - Property & Rental Support
- Coordinate maintenance, repairs, and inspections for rental homes and condos.
- Communicate with tenants and vacation guests; manage questions, issues, and check-in/ check-out needs.
- Assist with turnover tasks such as vendor scheduling, supply restocking, and light cleaning when needed.
- Support inventory management and periodic property walkthroughs.
- Ensuring all leases are current and documentation of renewals are organized.
- Calling prospective tenants for vacant properties, scheduling and showing property.
- Wedding & Event Venue Coordination
- Serve as a friendly, professional point of contact for couples, families, planners, and vendors.
- Assist with event timelines, booking communications, and occasional on-site support.
- Track contracts, payments, schedules, and venue preparation details.
- Scheduling and attending site visits for upcoming brides, coordinators and vendors. Must be comfortable answering venue questions and planning with strong personalities.
- Estate & Property Management Assistance
- Help oversee upkeep and organization across multiple properties.
- Coordinate landscaping, seasonal maintenance, and special projects.
- Perform light physical tasks such as moving supplies, organizing storage areas, or assisting with simple setups.
- Administrative & Executive Support
- Manage calendars, email correspondence, and scheduling.
- Assist with financial organization, including receipts, invoices, and vendor payments.
- Prepare documents, reports, lists, and project outlines as needed.
- Qualifications
- Excellent verbal communication skills; must be comfortable speaking with clients, guests, tenants, and vendors.
- Highly organized with the ability to manage multiple tasks and shifting priorities.
- Self-motivated, adaptable, and capable of working independently.
- Professional, trustworthy, and able to maintain confidentiality.
- Proficient with email, scheduling tools, and basic office software.
- Reliable transportation and valid driver's license (local travel required).
- Comfortable with occasional light physical work and basic cleaning duties.
- Experience in property management, hospitality, events, or executive assistance is a plus but not required.
- Requires thinking on your feet and working under pressure.
- Work Environment
- Combination of office work, on-site property visits, and hands-on tasks.
- Some cleaning and light physical activity may be required during rental turnovers, venue prep, or estate organization.
- Seasonal workload spikes, with flexibility needed during busy periods.
- Why Join Us
- Dynamic, engaging mix of administrative and in-the-field work.
- Opportunity to learn multiple industries (real estate, hospitality, events).
- Direct involvement in the growth and daily operations of several successful businesses
- Competitive compensation and potential for role expansion.
Work Location: In person