Executive Assistant at RecruitMyMom

Job Description

• This is a remote position.
• A property investment firm is seeking an organized, proactive Executive Assistant to support the Directors across key operational and administrative areas. This is a fully remote, independent contractor role starting at 2–5 hours per week, with scope to increase as the business scales.
• Working directly with the Directors, you will take ownership of daily workflows, manage calendars, and track critical conveyancing and banking documentation for property deals. You will keep property spreadsheets meticulously updated, organize Google Drive, set up task management systems (e.g. Asana/Trello), and handle light social media updates.
• Our ideal candidate is a detail-oriented systems thinker who thrives on managing asynchronous communications, coordinating with lawyers, brokers, and investors, and bringing order to busy schedules.

Key Responsibilities:

Executive Support & Diary Management:

• Coordinate Director schedules, resolve scheduling conflicts, and protect focus time.
• Issue timely reminders for upcoming investor calls, conveyancing deadlines, and networking events.
• Manage asynchronous updates, converting late-evening voice notes and messages into clear daily task priorities.

Property Deal & Conveyancing Administration:

• Organize, track, and chase critical property documents, including Memorandums of Sale, valuation reports, signed loan agreements, and Deeds of Trust.
• Maintain clear records of outstanding solicitor and lender queries to keep property completions moving forward smoothly.
• Keep property spreadsheets, entity structures, and deal tracking sheets updated with absolute accuracy.

Operations & Process Improvement:

• Help select, implement, and manage centralized task-tracking tools (e.g., Trello, Asana, or Google Workspace).
• Standardize document naming conventions and maintain organized Google Drive folder structures.
• Identify operational bottlenecks and establish clean Standard Operating Procedures (SOPs).

Investor Relations & Visibility:

• Maintain investor tracking spreadsheets and assist with assembling presentation collateral for masterminds and property investor networks.
• Collect project updates, case studies, and deal milestones from Directors to schedule on social media platforms.

Requirements

• Proven experience as an Executive Assistant, Personal Assistant, or in an operational support role, ideally within property development, real estate, or investment sectors.
• Strong numerical aptitude and exceptional attention to detail when working with spreadsheets and legal documents.
• Experience with Google Workspace (Drive, Sheets, Docs) and project management software (Trello, Asana, or similar).
• Comfortable and experienced working remotely with minimal supervision and managing flexible or asynchronous working hours.
• Excellent written and verbal communication skills.
• High level of initiative—a problem-solver who naturally creates order out of chaos.
• Fully set up home office.

Desirable Traits:

• Process thinker: Loves building structured, repeatable systems.
• Calm under pressure: Manages multiple deadlines without losing accuracy.
• Proactive gatekeeper: Anticipates issues and keeps processes moving before bottlenecks occur.
• Tech-savvy: Comfortable learning and implementing digital workflow tools.