Executive Assistant (Real Estate Development)
The Opportunity
A fast-moving real estate development group active across the Pacific Northwest seeks a sharp, resourceful Executive Assistant to be the operator’s right hand. This is a back-office, non-client-facing role focused on inbox control, project admin, Smartsheet updates, and general coordination that keeps 10–20+ concurrent projects moving.
Core Responsibilities
Inbox & Task Flow (Primary)
● Triage 100–200 emails/day; clear noise, surface priorities, and reduce inbox to actionable items.
● Convert status updates into Smartsheet entries; create/assign tasks and due dates.
● Maintain a tight follow-up system; flag deadlines and unblock the executive quickly.
Project Admin & Tracking
● Update and maintain Smartsheet project trackers across multiple developments.
● Prepare light summaries/digests (what changed, what’s due, what’s at risk).
● Basic data entry and document clean-up; organize shared files for easy retrieval.
Light Bookkeeping Coordination
● Route vendor invoices to the bookkeeper; tag by project, payment status, and date.
● Track simple payables/receivables notes and confirm when payments are sent/received.
General Ops Support
● Create checklists, SOPs, and simple templates to standardize repetitive workflows.
● Ad-hoc research and administrative projects that keep the portfolio organized.
Note: No direct communication with tenants, clients, or external partners is required.
- 3+ years of experience as an Executive Assistant, Operations Assistant, or similar.
- Proven mastery of inbox management and converting communications into clear tasks.
- Intermediate experience with Smartsheet (or strong proficiency in Asana/ClickUp/Trello + willingness to learn Smartsheet fast).
- Excellent organization, attention to detail, and follow-through across many moving parts.
- Strong written English; concise updates and crisp summaries.
- High discretion and reliability; comfortable handling confidential information.
- Able to work independently with proactive status updates and questions only when needed.
- Experience in real estate development, construction, or property/asset management.
- Familiarity with basic AP workflow and collaborating with a bookkeeper.
- Comfort with Google Workspace, Microsoft 365, and file-naming/version standards.
- Prioritizer: Quickly separates signal from noise and protects the executive’s time.
- Systems thinker: Builds simple, repeatable processes (labels, rules, checklists).
- Ownership mindset: Anticipates needs and closes loops without being asked.
- Calm & fast: Operates smoothly in a high-volume, high-velocity environment.
- Inbox routinely at near-zero with all action items captured in Smartsheet.
- Reliable weekly rhythm of project status updates and deadline tracking.
- Invoice handoffs to bookkeeping are accurate, timely, and correctly tagged.
- Filing structure and key project docs are organized and consistent.
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
Average salary estimate
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