Real Estate Executive Assistant - Property and Admin Support

FreedUp is a small startup from Austin, TX - you'll work directly with our founders, Aaron Hayslip and Scott Frazier. Feel free to reach out to us and say hi on LinkedIn! We are an “Executive Assistant Agency” that matches elite founders and executives to world-class EAs.

We are seeking a proactive and highly organized Executive Assistant to provide comprehensive administrative and property management support to a Real Estate CEO. The ideal candidate will excel at managing both personal and business-related tasks, ensuring efficient daily operations. This position requires strong attention to detail, excellent communication skills, and the ability to manage various projects, particularly in the areas of property management, tax document handling, and vendor coordination. Experience in property management, working with a U.S.-based family office or a similar field is a plus.

Schedule:

• Monday - Friday 8am-5pm CST
  

Pay Range:

• $1000-$1200 monthly based on experience

Key Responsibilities:

• Administrative Support: Manage calendars, schedule meetings, and ensure all required documents for meetings are readily available.
• Communication: Serve as the first point of contact for emails and phone calls, triaging inquiries and drafting responses as necessary.
• Document and Tax Management: Organize and track tax documents (e.g., K-1 forms), and ensure timely distribution. Track property tax payments and assist with property tax protests on approximately 30-40 properties.
• Property Management Assistance:
• Maintain a comprehensive list of all properties, including vendor contacts, utility bills, tax schedules, and maintenance records.
• Assist with property-related issues such as vendor coordination, utility bill management, and scheduling repairs.
• Perform regular check-ins with property managers, ensuring maintenance tasks are completed promptly.
• Monitor utility bills for anomalies (e.g., unusually high water or electricity bills).
• Expense and Bill Management: Track personal and business expenses, ensure all bills are paid on time, and maintain clear records of expenses across multiple accounts.
• Travel Coordination: Assist in researching and booking personal and business travel, including flights, accommodations, and transportation, with attention to specific travel preferences (e.g., aisle seats, backup reservations).
• Email and File Management: Organize emails and files, including setting up and maintaining shared online storage (e.g., Google Drive or OnePassword) for easy access to important documents.
• Vendor Coordination: Liaise with property management companies and external vendors to ensure timely payments and maintenance. Address any issues with utility providers or service interruptions.
• Special Projects: Assist with specific projects as requested, such as organizing transcripts of personal audio files (e.g., podcasts and sermons) using transcription tools.

Requirements

Qualifications:

• Minimum of 2-3 years prior experience as an Executive Assistant or in property management
• Bachelor's or Master's degree in Business Administration, Communications, or related field preferred
• A proven track record of supporting executives in a virtual setting is required
• C2 level proficiency in English, both written and spoken
• Real Estate property management is a must!
• Experience with US-based family offices is a plus!

Skills:

• Strong organizational and multitasking skills.
• Excellent verbal and written communication abilities.
• Proficient in Google Workspace, Microsoft Outlook, and password management systems (e.g., OnePassword).
• Familiarity with managing property-related tasks, including handling utility bills and vendor coordination.
• Ability to work independently and remotely, managing tasks with minimal supervision.
• Experience with tax document management (K-1 forms, property tax payments) is a plus.

Preferred Skills:

• Knowledge of property management systems and familiarity with managing a portfolio of rental and personal properties.
• Tech-savvy with the ability to streamline processes using digital tools.

Technical Requirements:

• Reliable high-speed internet connection with a minimum speed of 50 Mbps download and 10 Mbps upload.
• A modern computer or laptop with a multi-core processor (Intel i5 or higher/equivalent).
• Proficiency with remote communication tools such as Zoom, Microsoft Teams, Slack, or Google Meet.
• A noise-canceling headset with a microphone for clear communication.

Benefits

• International experience
• Opportunity to work remotely from anywhere
• Supportive and collaborative team environment
• Learning and development opportunities
• Potential Performance Bonuses
• PTO
• HMO after 3 months