Overview:
We are seeking a highly organized, proactive, and dependable Personal Assistant to support the day-to-day operations of a growing company involved in property management, maintenance, and cleaning services. This role is ideal for someone who is naturally organized, highly resourceful, and excellent at follow-through. The successful candidate will help keep the owner organized, ensure tasks and projects stay on track, coordinate with employees and vendors, and proactively identify what needs to be done next. We are looking for someone who doesn’t simply wait for instructions. You should be comfortable taking ownership, following up with the right people, solving problems independently, and making sure responsibilities are carried through to completion.
Key Responsibilities:
Executive & Personal Support
- Manage and maintain the owner’s calendar, appointments, meetings, reminders, and deadlines.
- Keep the owner informed of priorities, upcoming commitments, deadlines, and outstanding tasks.
- Organize notes, documents, information, and important records.
- Handle miscellaneous personal and business-related requests as needed.
- Protect confidential business and personal information with professionalism and discretion.
Task & Project Management
- Track tasks and responsibilities across the owner, employees, vendors, and ongoing projects.
- Maintain organized task lists and follow up consistently on outstanding items.
- Monitor deadlines and ensure assigned responsibilities are completed on time.
- Identify delays, missing information, unresolved issues, and items requiring follow-up.
- Proactively remind responsible parties and escalate issues when necessary.
- Help move projects forward without requiring constant supervision or direction.
Operations & Coordination
- Coordinate with employees, vendors, clients, contractors, and other external parties.
- Assist with administrative and operational responsibilities across the property management, maintenance, and cleaning businesses.
- Help coordinate schedules, service requests, appointments, and other operational activities.
- Ensure important information is communicated to the appropriate people.
- Assist in keeping operational processes organized and running smoothly.
Research & Decision Support
- Conduct research on products, services, vendors, suppliers, pricing, and purchasing options.
- Compare available options and present clear findings, costs, advantages, and recommendations.
- Research unfamiliar topics and independently gather the information needed to support decision-making.
- Help the owner evaluate options and make informed business and purchasing decisions.
Ideal Candidate:
The ideal candidate is someone who:
- Is extremely organized and detail-oriented.
- Is naturally proactive and takes initiative.
- Has excellent follow-through and accountability.
- Can manage multiple priorities without losing track of important details.
- Is efficient, responsive, and dependable.
- Is resourceful and comfortable solving problems independently.
- Can research unfamiliar topics and figure things out without constant guidance.
- Communicates clearly and professionally.
- Is comfortable coordinating with employees, vendors, clients, and other outside parties.
- Is tech-savvy and able to learn new software and systems quickly.
- Is discreet and trustworthy when handling confidential information.
- Has strong time-management and prioritization skills.
- Can anticipate needs and identify what should happen next.
- Takes ownership of responsibilities from start to finish.
What Success Looks Like:
A successful Personal Assistant in this role will:
- Keep the owner organized and ahead of deadlines.
- Make sure tasks are followed up on and completed.
- Prevent important responsibilities from falling through the cracks.
- Anticipate problems before they become bigger issues.
- Keep employees, vendors, and projects moving forward.
- Provide well-researched information that helps the owner make better decisions.
- Require minimal supervision while maintaining excellent communication.
- Become a reliable extension of the owner and a key part of the company’s operations.
Qualifications:
- Previous experience as a Personal Assistant, Executive Assistant, Administrative Assistant, Operations Assistant, or similar role.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and follow-through.
- Ability to work independently and manage competing priorities.
- Strong research and problem-solving abilities.
- Proficiency with common productivity and communication tools.
- Ability to quickly learn new software, systems, and processes.
- Experience working with vendors, contractors, clients, or service-based businesses is a plus.
- Property management, maintenance, cleaning services, or real estate experience is a plus.
Core Personality Traits:
- Proactive
- Organized
- Dependable
- Resourceful
- Detail-Oriented
- Accountable
- Discreet
- Responsive
- Solutions-Oriented
- Self-Motivated
