Executive Virtual Assistant for Boutique Real Estate Investment Firm

We are a fast-growing boutique real estate investment firm managing a diverse portfolio of commercial properties. Our managing partners are currently overwhelmed with administrative and operational tasks, and we need a dedicated Executive Virtual Assistant to bring structure to our daily operations. This is not a simple data-entry role; we need a highly organized, proactive gatekeeper who can anticipate needs before they arise and act as the operational backbone of our team.

You will be responsible for managing complex calendars across multiple time zones, handling sensitive inbox management, and drafting professional correspondence on behalf of the partners. You must be tech-savvy and comfortable using modern CRM tools to track deal flows and client interactions. We value discretion, impeccable attention to detail, and the ability to work independently. If you have previous experience supporting C-level executives or working within the real estate or finance sectors, you will be an excellent fit for this role.

Key Responsibilities

Manage and organize complex calendars for two managing partners, including scheduling high-stakes client meetings and property viewings.

Monitor and triage high-volume email inboxes, drafting responses to routine inquiries and flagging urgent matters for immediate attention.

Coordinate comprehensive travel arrangements, including flights, accommodation, and detailed itineraries.

Maintain and update the company CRM (HubSpot) to ensure all client information and deal stages are accurate.

Prepare meeting agendas, take concise minutes during weekly strategy calls, and track follow-up action items.

Conduct light market research on potential property acquisitions and compile data into readable reports.

Required Skills

Virtual Assistance

Calendar Management

Executive Support

Email Management

Business Communication

Project Coordination

Tools

Google Workspace (Gmail, Calendar, Drive)

HubSpot CRM

Zoom

Slack

Calendly

Asana

Deliverables

Daily Briefing: A morning summary of the day's schedule and priority tasks.

Inbox Management: Achieving "Inbox Zero" or near-zero status daily by filing and responding to emails.

Travel Itineraries: Detailed PDF plans for upcoming business trips including booking confirmations.

Meeting Documentation: Clean, actionable notes and task assignments shared within 24 hours of meetings.

Updated CRM: A fully accurate database of current leads and client interactions at the end of each week.