Executive Assistant (Real Estate)

Outsourcing Staffing Advantage is seeking a highly organized and proactive Executive Assistant (Real Estate) to support a busy construction executive. This role is responsible for managing calendars, coordinating meetings, handling communications, tracking projects and deadlines, and ensuring daily priorities stay on schedule.

The ideal candidate is an excellent multitasker with strong communication skills, attention to detail, and the ability to adapt in a fast-paced environment while maintaining confidentiality. Experience in property management or construction is required, along with experience in administrative support, scheduling, email management, and light bookkeeping.

Key Responsibilities:

• Organize the Executive’s calendar into structured time blocks and prioritize daily activities.
• Follow up on assigned tasks through completion and ensure deadlines are met.
• Keep the Executive on track by proactively monitoring priorities, commitments, and upcoming deadlines.
• Answer and professionally screen phone calls and messages.
• Plan, schedule, and coordinate meetings, appointments, and other important activities.
• Record meetings when required, take accurate meeting minutes, and prepare reports.
• Handle confidential correspondence and sensitive information with discretion.
• Review incoming emails and communications, prioritize urgent matters, summarize key information, and draft responses based on the Executive’s instructions.
• Monitor project progress and follow up with relevant parties to ensure timelines are met.
• Communicate and coordinate tasks with internal departments, property managers, vendors, tenants, contractors, and other external contacts.
• Efficiently manage the Executive’s agenda and proactively restructure it when priorities change.
• Assist with light bookkeeping and basic financial administrative tasks.
• Maintain frequent phone communication with the Executive, receiving instructions, providing updates, and reporting on completed tasks.
• Proactively remind the Executive of upcoming priorities, pending tasks, and required follow-ups.
• Support day-to-day real estate operations and administrative activities as needed.

Requirements

• Requirements
• Experience in property management or construction is required.
• Experience as an Executive Assistant, Administrative Assistant, Property Management Assistant, Construction Administrative Assistant, or similar support role.
• Previous experience directly supporting a senior executive, Regional Property Manager, construction manager, or project manager is strongly preferred.
• Strong understanding of property management and/or construction operations, including communication with tenants, vendors, contractors, property managers, and project stakeholders.
• Business-fluent English with excellent verbal and written communication skills.
• Excellent phone presence and ability to communicate professionally for a significant portion of the day.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Light bookkeeping knowledge and experience.
• Strong professional email management and written communication skills.
• Ability to take verbal instructions over the phone, work independently, and draft emails based on executive direction.
• Strong organizational, multitasking, prioritization, and follow-up skills.
• Ability to handle confidential and sensitive information with discretion.
• Highly proactive, reliable, detail-oriented, and comfortable working in a fast-paced environment.

Hours

• Monday - Friday, 10:00 AM - 2:00 PM (Part-time initially, with the opportunity to transition to a full-time schedule over time.)

Benefits

• Opportunity to work on diverse and exciting projects.
• Supportive and collaborative work environment.
• Weekly payments.
• Weekly incentives based on performance.
• Weekends off.
• Hiring bonus.
• Loyalty Bonus
• Annual Performance Salary Review Increases up to 10%
• Paid Breaks
• Growth opportunities.
• Referral bonus.
• National holidays pay double the hourly rate.
• US holidays off when applicable.
• Best work environment in Santiago.
• Morning shift available.
• Back-office positions.
• Paid Breaks
• Annual Performance & Salary Review
• Loyalty Bonus