We are hiring a **proactive, detail-oriented Executive Assistant / Operations Coordinator** to support a real estate developer building multi-million-dollar projects.
This is not a task-based VA role.
You will be the central hub between the developer, investors, lenders, architects, contractors, and vendors — ensuring projects move forward and the developer only sees what truly requires their decision.
**Key Responsibilities**
1.Administrative & Organizational Support
- Manage a high-volume executive inbox: triage, draft replies, and prepare concise summaries so nothing gets buried.
- Organize and file documents consistently in Dropbox (by property/project).
- Handle clerical tasks the executive dislikes: document tracking, follow-ups, and data entry.
- Manage calendar: appointments, reminders, reservations, and travel logistics.
- Track deadlines and deliverables across multiple projects.
2. Business Operations & Project Support
- Collect, organize, and compare quotes for materials, contractors, and services.
- Maintain project spreadsheets (budgets, project trackers, investor/lender lists).
- Assist in preparing investor decks, pitch decks, and compliance documents.
- Set up and maintain project management systems (ClickUp, Asana, Trello, Notion).
- Support basic automations and workflows (Zapier, JotForm, Google integrations).
- Coordinate with architects,



lenders, property managers, and contractors to keep tasks moving.
3. Content & Admin Support (Marketing Operations)
- Organize YouTube, podcast, and social media content calendars.
- Schedule posts across Instagram, TikTok, and YouTube using scheduling tools.
- Keep content spreadsheets organized (ideas, posting schedule, performance tracking).
(Note: This role does not involve strategy or creative — strictly admin support for content organization and posting.)
**Who You Are**
- Experienced as an Executive Assistant, Project Coordinator, or Transaction Coordinator in real estate, construction, architecture, or engineering.
- Comfortable managing investors, lenders, and contractor communications.
- Highly organized and proactive — you chase deadlines and close loops without waiting for instructions.
- Excellent English (spoken & written) — able to draft professional, investor-facing communication.
- Proficient with Gmail/Outlook, Dropbox, Excel/Google Sheets, ClickUp/Asana, and CRMs like Airtable/HubSpot.
- Discreet and trustworthy with sensitive financial, legal, and project information.
Pay: $****** - $****** per hour
Expected hours: 40 per week
**Experience**:
- Real Estate: 2 years (required)
**Language**:
- English (required)

📌 Executive Assistant / Real Estate (Xico)
🏢 VirtuPartner
📍 Xico