Virtual Bookkeeper / Executive Assistant

We are seeking a highly organized, extremely detail-oriented, very proactive, and extra communicative Executive Assistant with strong administrative skills, advanced bookkeeping capabilities, and an understanding of real estate and property management. This individual will provide comprehensive support to ensure the smooth operation of multiple business ventures, including administrative tasks, financial recordkeeping, and real estate/property management responsibilities under the supervision of the CEO & COO of these different companies. The ideal candidate is a self-starter with the ability to multitask, prioritize competing demands, and integrate their diverse skill set to provide seamless operational efficiency across multiple ventures and responsibilities.

Key Responsibilities

Bookkeeping & Financial Management

Manage full-cycle bookkeeping, including:

• Reconciling bank accounts, credit card statements, and other financial records.

• Categorizing and tracking cash and credit card transactions.

• Entering receipts, invoices, and expense reports into accounting software.

• Processing and paying invoices in a timely manner.

• Generating monthly, quarterly, and annual financial reports as required.

• Maintain an organized digital filing system for all financial records.

• Liaise with accountants, auditors, and tax professionals as needed.

• Track budgets, forecasts, and financial performance of business ventures.

• Assist in financial analysis for decision-making purposes.

Executive Assistance

• Manage and prioritize email correspondence, flagging urgent matters for attention.

• Coordinate complex travel arrangements, including accommodations and itineraries.

• Maintain and update business and personal calendars, scheduling appointments and meetings.

• Organize and manage digital drives (e.g., Microsoft 365, Google Drive, Dropbox) for documentation and data storage.

• Prepare meeting agendas, take detailed minutes, and track action items for follow-up.

• Communicate with vendors, contractors, and suppliers to arrange services, confirm orders, and address concerns.

• Conduct research, compile data, and prepare reports or presentations as required.

Real Estate & Property Management

• Oversee day-to-day operations of rental properties, ensuring maintenance and tenant satisfaction.

• Coordinate with property managers, contractors, and maintenance teams for timely repairs and services.

• Prepare lease agreements, rental applications, and other property-related documentation.

• Track rental income and expenses, ensuring accurate recordkeeping for property portfolios.

• Conduct market research to evaluate property values, rental rates, and investment opportunities.

• Assist in property acquisitions, including due diligence and documentation.

• Maintain a detailed property management database for efficient tracking and reporting.

Integrated & Synergistic Tasks

• Analyze workflows across bookkeeping, administrative, and property management tasks to identify efficiencies.

• Develop and implement systems to improve organization and productivity across all functions.

• Provide support during special projects, such as real estate development or financial audits.

• Act as a liaison between the business owner and external stakeholders, ensuring clear and effective communication.

Skills & Qualifications

• Administrative Skills: Advanced proficiency in calendar management, document organization, and digital tools (e.g., Google Workspace, Microsoft 365, etc.).

• Bookkeeping Expertise: Experience with accounting software (e.g., QuickBooks, Xero, etc.) and strong knowledge of basic accounting principles.

• Real Estate Knowledge: Familiarity with property management practices, lease agreements, and real estate market research.

• Tech-Savvy: Comfortable with productivity tools, property management software, and CRM platforms (Monday Project Management, Office 365, Slack, Calendly, RingCentral, Zoom, Loom, DocuSign, Wufoo, Mailersend, Beehiiv, Fireflies, etc.)

• Organizational Excellence: Exceptional ability to multitask, prioritize, and meet deadlines in a fast-paced environment.

• Communication: Strong written and verbal communication skills for interacting with vendors, tenants, and stakeholders.

• Problem-Solving: Proactive approach to identifying and resolving challenges efficiently.

Requirements

• Bachelor’s degree or equivalent experience in Business Administration, Accounting, or Real Estate.

• Minimum 3–5 years of experience in a similar role combining administrative and bookkeeping responsibilities.

• Experience in real estate, property management, or a related field is highly desirable.

• Ability to work independently while maintaining a high level of accuracy and attention to detail.

• Discretion and confidentiality in handling sensitive information.