Administrative Personal Assistant & Property Manager

Position Summary

We are seeking a highly organized, proactive, and trustworthy Personal Assistant & Property Manager to provide comprehensive support in managing personal affairs, household operations, office administration, and rental property management activities.

The ideal candidate will serve as a trusted right-hand partner responsible for overseeing day-to-day operations across multiple areas, ensuring that business, household, and real estate matters are managed efficiently and professionally. This position requires exceptional organizational skills, strong communication abilities, discretion, and prior experience in property management and administrative support.

Key Responsibilities

Administrative Personal Assistance (10%)

• Manage complex calendars, appointments, meetings, and travel arrangements.
• Coordinate personal and business schedules, ensuring priorities are organized and deadlines are met.
• Screen and manage incoming communications, emails, and correspondence.
• Assist with personal errands and special projects as assigned.
• Coordinate vendors, service providers, contractors, and appointments.
• Maintain confidentiality regarding personal, financial, and business matters.

Property Management Responsibilities (40%)

• Oversee day-to-day management of residential and commercial rental properties.
• Serve as the primary point of contact for tenants and property-related matters.
• Coordinate maintenance requests and repairs with vendors and contractors.
• Schedule and oversee property inspections.
• Monitor lease renewals, tenant move-ins, and move-outs.
• Assist with rent collection tracking and property-related financial reporting.
• Obtain vendor quotes and manage service contracts.
• Maintain property records, leases, warranties, permits, and compliance documentation.
• Coordinate capital improvement projects and property upgrades.
• Ensure properties are maintained to high standards and remain tenant-ready.

Household Management (10%)

• Coordinate household staff and contractors.
• Schedule home maintenance, repairs, landscaping, cleaning services, and other household needs.
• Manage household budgets, invoices, subscriptions, and recurring services.
• Coordinate family travel, reservations, and special events.
• Oversee inventory and purchasing of household supplies.
• Ensure smooth day-to-day operation of all household activities.

Office Management (30%)

• Manage office operations and administrative functions.
• Coordinate office vendors, supplies, equipment maintenance, and facility needs.
• Track expenses, invoices, and administrative records.
• Assist with document management, filing systems, and business organization.
• Support special business initiatives and projects.

Financial & Administrative Support (10%)

• Track and reconcile expenses across properties, household, and office operations.
• Organize and maintain financial records and documentation.
• Coordinate with accountants, attorneys, insurance providers, and other professional advisors.
• Assist with budgeting and expense reporting.

Qualifications

• 3 years of experience as an Executive Assistant, Personal Assistant, Property Manager, Office Manager, or similar role.
• Previous property management experience required.
• Experience managing rental properties, tenant relations, maintenance coordination, and vendor management.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities simultaneously.
• High level of professionalism, discretion, and confidentiality.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Experience with property management software is preferred.
• Strong problem-solving and decision-making abilities.
• Valid driver's license and reliable transportation.

Preferred Qualification

• sReal estate, property management, or rental operations experience
• .Experience supporting business owners or executives
• .Knowledge of lease administration and property maintenance coordination
• .Bookkeeping or accounting experience preferred
• .Experience managing both personal and business-related responsibilities