Executive Virtual Assistant / Accounting Real Estate Support

Overview
Join a growing real estate company that manages rental properties, conducts buy/sell transactions, and handles in-house property flips. The owners are seeking a proactive, detail-oriented Executive Virtual Assistant (EVA) to handle a blend of business, administrative, and light personal support tasks. This is a long-term role designed to expand as trust and capability grow.
Core Responsibilities

- Administrative & Executive Support

- Manage emails, calendars, and scheduling for the owners, ensuring timely follow-ups and organized daily flow.

- Conduct online research (vendors, logistics, pricing, travel, etc.) for both business and personal needs.

- Assist with personal coordination tasks, such as organizing baseball tournaments, researching travel accommodations, or handling family scheduling.

- Prepare reports, track projects, and maintain digital filing systems for companydocuments.

- Real Estate Operations

- Support property management activities using Buildium (or similar software).

- Record rent payments, update tenant information, and apply early paymentdiscounts.

- Manage communication with tenants via text/email regarding maintenance, updates, or payment reminders.

- Handle tenant screening and application tracking; assist in coordinating move-ins and move-outs.

- Manage buy/sell property listings, coordinate showings, and liaise with clients as needed.

- Bookkeeping & Financial Support

- Record and reconcile transactions in QuickBooks.

- Support monthly reconciliations for property management accounts.

- Coordinate trust account payments and ensure records align with Buildium entries.

- Prepare simple financial summaries and assist with tracking expenses or receipts.

- Marketing Support

- Edit and upload photos and videos for property listings and social media.

- Perform light photo touch-ups (brightness, cropping, watermarking) using Windows Photos or Adobe tools.

- Trim, clean, and prepare property walk-through videos using Adobe Premiere Elements or similar.

- Post and maintain listings on platforms like Zillow, Facebook Marketplace, and MLS (if authorized).

Qualifications

- 3+ years of experience in real estate, executive assistance, or property management support.

- Proficiency in QuickBooks and familiarity with property management systems (e.g., Buildium, AppFolio, or similar).

- Experience with photo/video editing tools such as Adobe Premiere Elements, Canva, or basic Windows tools.

- Excellent English communication skills (written and verbal).

- Strong organizational and multitasking abilities, with a high attention to detail.

- Comfortable handling a blend of business and personal assistant tasks.

- Reliable internet connection, computer, and ability to work U.S. Eastern hours.

Preferred Skills

- Experience managing rental property portfolios or working with real estate agencies.

- Basic understanding of U.S. real estate terms, lease agreements, and rental processes.

- Familiarity with Google Workspace or Microsoft Office Suite.

- Strong communication etiquette and comfort in client-facing correspondence.

Tools You’ll Use

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QuickBooks – bookkeeping, expense tracking, reconciliation.

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Buildium – rent collection, tenant records, owner payouts.

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Microsoft Excel / Google Sheets – data tracking and reports.

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Adobe Premiere Elements / Windows Photos – simple media edits.

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Email, Texting Platforms, and VoIP – tenant and client communication.

Growth Path

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Start part-time (20 hours/week) focused on key admin, bookkeeping, and property tasks.

- Expand to full-time (40 hours/week) as trust, workflow mastery, and business needs grow.

Success Indicators (First 90 Days)

- Inbox and calendar consistently organized and up to date.

- Tenant and vendor communications handled professionally and promptly.

- Bookkeeping entries accurate and reconciled monthly.

- Media and listings completed on time with quality presentation.

- Positive feedback