Executive Assistant – Operations
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Job Description
Executive Assistant supporting a fast-moving entrepreneur with multiple businesses in Latin America. Managing calendars, guest communications, and property operations for diverse initiatives.
Responsibilities:
- Manage a complex, multi-business calendar across the EST time zone with LATAM overlap
- Coordinate meetings, priorities, and schedule changes efficiently
- Handle guest communications via booking platforms
- Respond to inquiries promptly and professionally
- Convert inquiries into confirmed bookings
- Schedule and follow up with contractors (e.g., maintenance, gardening)
- Coordinate service visits and block calendars accordingly
- Ensure smooth day-to-day property operations
- Oversee personal and household logistics connected to rental operations
- Keep systems organized and running efficiently
- Assist across multiple startup projects with ad-hoc tasks
- Learn new tools quickly and execute new initiatives
- Support general business operations as needed
- Monitor booking platforms for occasional guest questions outside standard hours
- Handle rare urgent issues (e.g., check-in problems, property incidents)
Requirements:
- Proven experience as an Executive Assistant or in operations support, ideally for entrepreneurs or multi-business environments
- Strong organizational and project management skills
- Excellent written and verbal communication
- Experience with calendar management tools (e.g., Google Calendar, time zone coordination)
- Familiarity with booking platforms (e.g., Airbnb, Booking.com) or similar customer-facing systems
- Experience using project management tools (e.g., Asana, ClickUp, Trello)
- Proficiency in Google Workspace, especially Google Sheets for tracking and organization
- Comfortable using communication tools (Slack, WhatsApp, email) for fast-paced coordination
- Ability to multitask and prioritize in a dynamic environment
- Proactive, resourceful, and detail-oriented
- Fast learner with the ability to adapt to new tools and changing priorities
- Comfortable with a flexible, on-call work model
- **Nice to Have**
- Experience with property management systems (PMS) like Guesty, Hostaway, or Hospitable
- Background in short-term rentals or property management
- Sales or negotiation skills (closing bookings, handling inquiries)
- Exposure to marketing or digital tools (paid ads, analytics, etc.)
Benefits:
- USD Salary.
- Ability to work remotely.
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