Personal Assistant - Real Estate and Administrative Support

Position: Personal Assistant

Employment Type: Part time, 30 hours per week

Compensation: $19.25-$21.65/hour

Reports to: President

Position Summary:

The Personal Assistant will provide high-level administrative and organizational support to the principal, focusing on real estate investments, entity management, document organization, and personal assistance tasks. The ideal candidate is detail-oriented, highly organized, proactive, and able to manage multiple responsibilities efficiently.

This role requires strong administrative skills, time management abilities, and discretion, as the assistant will handle confidential business and personal matters.

Key Responsibilities:

1. Real Estate Investment Support

• Assist in researching and organizing real estate investment opportunities.
• Maintain detailed records of real estate activities, transactions, and expenses.
• Track real estate hours for principal to ensure compliance with investment activity requirements.
• Organize and maintain property files, including contracts, deeds, and legal documents.

2. Entity & Business Management

• Assist in drafting, formalizing, and maintaining corporate/entity meeting minutes.
• Ensure compliance with state and federal regulations regarding business filings.
• Maintain up-to-date records for LLCs, corporations, and trusts.
• Organize and file important business and financial documents.

3. Administrative Support

• Scan, file, and maintain an organized digital and physical filing system.
• Manage and respond to emails, correspondence, and phone calls on behalf of the principal.
• Create and maintain spreadsheets, reports, and records.
• Handle confidential and time-sensitive materials with discretion.

4. Travel & Personal Assistance

• Arrange domestic and international travel, including flights, accommodations, and itineraries.
• Manage the principal’s calendar, schedule meetings, and handle reminders.
• Run personal errands as required (e.g., shopping, scheduling appointments, handling household tasks).
• Assist in planning and coordinating events or personal engagements.

Qualifications and Skills:

• Highly detail-oriented and organized with strong time-management skills.
• Ability to work independently, take initiative, and manage multiple priorities.
• Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook, Teams) and Google Workspace.
• Experience with document management and scanning software.
• Understanding of real estate investment processes and general business administration (preferred).
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise discretion.
• Strong problem-solving abilities and ability to anticipate needs.
• Experience in real estate, legal administration, or executive assistance is a plus.

Requirements:

• Minimum of three (3) years of experience as a Personal Assistant, Executive Assistant, or Administrative Assistant.
• Prior experience in real estate, law, or finance is highly desirable.
• Must be able to work in a fast-paced environment and handle confidential matters professionally.
• Clean driving record and ability to pass a drug and background test.
• Reliable transportation and ability to travel for errands when necessary.

Physical Demands:

• Frequently required to sit, walk, and use hands to finger, handle, or feel, reach with hands and arms.
• Frequently required to talk or hear.
• Occasionally required to bend, lift, or climb.
• Specific vision abilities required for this job include: close vision, distance vision, ability to adjust or focus.

Work Environment:

• The noise level in the work environment usually is low.