[Hiring] Executive Assistant & Short-Term Rental Operations Virtual Assistant @VA Desk

Role Description

We are seeking a highly organized, proactive, and resourceful Executive Assistant & Short-Term Rental Operations Virtual Assistant to support a growing real estate portfolio that includes short-term rentals, long-term rentals, new construction, and property renovation projects. This role combines executive support, property operations, guest communication, real estate administration, and systems management.

The ideal candidate will help centralize day-to-day operations, keep multiple properties and projects organized, and build systems that allow the business owner to focus on acquisitions, renovations, and business growth. This is a long-term opportunity for someone who enjoys working across different areas of a growing business, solving operational problems, and creating structure where processes are still developing.

Qualifications

• Previous experience as an Executive Assistant, Operations Assistant, Property Management Assistant, Real Estate Virtual Assistant, or similar role.
• Strong written and spoken English communication skills.
• Excellent organizational and time management abilities.
• Strong attention to detail.
• Ability to manage multiple properties, projects, and priorities simultaneously.
• Strong problem-solving and critical thinking skills.
• Comfortable working independently in a remote environment.
• Proactive approach to identifying and resolving operational issues.
• Ability to handle confidential business, tenant, and guest information professionally.
• Reliable internet connection and suitable remote work setup.

Requirements

• Google Workspace
• Microsoft Office
• Google Sheets / Excel
• Email and calendar management
• Cloud file storage and document organization
• Basic internet research

Benefits

• Competitive salary of PHP 50,000
• Remote work setup
• Long-term opportunity for growth

Key Responsibilities

• Manage guest communications across Airbnb, VRBO, OwnerRez, and related platforms.
• Respond to guest inquiries and reservation-related requests.
• Coordinate check-ins, check-outs, and other guest-related activities.
• Monitor and respond to guest reviews.
• Assist with resolving routine guest issues and escalating complex issues when necessary.
• Coordinate cleaners, maintenance vendors, contractors, and other service providers.
• Monitor property readiness and day-to-day operational requirements.
• Update property and listing information as needed.
• Support revenue management activities and maintain accurate reservation information.
• Manage and organize email communications.
• Maintain calendars, appointments, and scheduling across multiple businesses.
• Track priorities, follow-ups, projects, and action items.
• Prepare documents, reports, and correspondence.
• Organize digital files, paperwork, and business records.
• Assist with day-to-day administrative responsibilities.
• Proactively follow up on outstanding tasks and ensure deadlines are not missed.
• Support administration of long-term rental properties.
• Assist with tenant screening and related documentation.
• Maintain organized tenant and property records.
• Coordinate communications with contractors and service providers.
• Support renovation and new construction projects.
• Track project activities, timelines, and outstanding tasks.
• Research potential investment properties and assist with acquisition-related research.
• Maintain accurate records across multiple properties and projects.
• Implement and maintain SOPs using Notion or similar platforms.
• Document repeatable business and property management processes.
• Organize operational documentation and business systems.
• Assist with organizing password and access management systems.
• Support CRM implementation and workflow automation.
• Help optimize the business technology stack.
• Identify opportunities to improve efficiency through better systems and processes.

Work Ethic & Behavioral Expectations

• Highly organized and dependable.
• Proactive rather than waiting for instructions for every task.
• Comfortable managing multiple priorities and switching between different types of work.
• Detail-oriented and committed to maintaining accurate records.
• Resourceful and confident solving routine operational problems.
• Professional and personable when communicating with guests, tenants, vendors, and business contacts.
• Comfortable working independently while knowing when to escalate an issue.
• Process-oriented and interested in building systems that make the business easier to operate.
• Adaptable to changing priorities as the real estate portfolio grows.
• Accountable for following tasks through to completion.
• Interested in continuously improving workflows, documentation, and operational efficiency.

Success Metrics

• First 30 Days: Become familiar with the property portfolio, business priorities, and existing systems.
• Learn the client's short-term rental platforms and operational workflows.
• Successfully manage routine guest communications and administrative tasks.
• Establish organized systems for tracking priorities, property issues, and follow-ups.
• Build familiarity with vendors, contractors, and recurring property operations.
• Within 90 Days: Independently manage routine short-term rental operations with minimal supervision.
• Maintain timely and professional guest communications.
• Coordinate cleaners, maintenance requests, and vendors effectively.
• Keep property, tenant, and project records accurate and organized.
• Begin documenting and improving recurring workflows through SOPs and business systems.
• Provide reliable administrative and executive support across the portfolio.
• Ongoing Success: Keep short-term rental operations running smoothly and proactively.
• Reduce administrative bottlenecks and prevent important tasks from falling through the cracks.
• Maintain accurate and organized property, tenant, vendor, and project records.
• Continuously improve SOPs, technology, and operational workflows.
• Provide the business owner with greater visibility and control across the portfolio.
• Take increasing ownership of property operations and administrative responsibilities as the portfolio grows.
• Help create scalable systems that allow the real estate business to expand without creating a proportional increase in administrative workload.