Executive Assistant – Real Estate

Company: Seamless Assist
Location: Remote | PST Schedule
Employment Type: Full-Time

Role Overview

We are seeking a highly experienced Executive Assistant to serve as a strategic partner to senior leadership within a real estate-focused environment.

This is a senior-level role that extends beyond traditional administrative support. The ideal candidate operates with strong executive judgment, protects leadership time, and provides oversight and coordination across real estate portfolio activities.

This role focuses on portfolio-level coordination and strategic support — not day-to-day rent collection or direct property operations.

This position requires availability during PST business hours and advanced professional English communication (minimum B2+).

Minimum 2 years of Executive Assistant experience required.

Core Responsibilities

Strategic Executive Partnership

• Full ownership of executive calendar, time protection, and priority alignment
• Executive inbox triage and high-level correspondence drafting
• Prepare executive briefs, reports, and decision-support materials
• Track deadlines and cross-functional initiatives
• Manage travel and logistics with contingency planning
• Handle confidential matters with discretion

Real Estate Portfolio Coordination

• Liaise with property managers, brokers, tenants, contractors, and service providers
• Track leases, renewals, compliance requirements, and key timelines
• Maintain structured documentation for contracts, warranties, and asset records
• Monitor portfolio activity and escalate risks proactively
• Support renovation and capital project coordination when applicable

Operational & Systems Leadership

• Improve executive workflows and documentation systems
• Coordinate cross-functional projects
• Ensure initiatives move forward without constant oversight

AI Enablement

• Leverage AI tools (ChatGPT, Gemini, automation platforms) for communication, documentation, and workflow improvement
• Identify automation opportunities
• Support refinement of AI-enabled systems

Required Qualifications

• Minimum 2+ years of Executive Assistant experience supporting senior leadership
• Direct experience in real estate coordination or portfolio oversight
• Strong executive judgment and decision-making ability
• Availability during PST business hours
• Advanced professional English communication (B2+ minimum)
• Proven ability to manage multiple complex priorities
• High discretion and maturity
• Strong systems-thinking mindset