Executive Assistant
Easy apply
New
Job summary
We are looking for someone who thinks like a chief of staff. Someone who sees problems before they become emergencies, builds systems instead of just following them, and takes pride in making a high performing operation look effortless. If you thrive in fast moving environments, love bringing order to complexity, and want a role where your impact is felt every single day, keep reading.
Min Qualification:
Masters
Experience Level:
Mid level
Experience Length:
5 years
Job descriptions & requirements
Real Estate | Healthcare | Personal Operations
Remote | Full Time | Pacific Standard Time
The Opportunity
You will serve as the right hand to a business owner who operates a real estate portfolio, a growing medical practice in Newport Beach, California, and an active personal life preparing for a major family milestone. This is not a task management role. This is a strategic partnership where you will own systems, drive projects forward, and make the kind of decisions that keep everything running smoothly without being asked.
What You Will Own
Real Estate Operations
• Manage property financials including rent collection tracking, expense reconciliation, and monthly reporting
• Coordinate with property managers, tenants, contractors, and vendors to resolve issues and keep projects on schedule
• Organize and maintain lease agreements, insurance documents, and transaction records
• Research new investment opportunities including market comps, deal analysis, and due diligence support
• Track renovation and improvement projects from estimate through completion
Medical Practice Support
• Build and maintain operational systems for a longevity medicine practice including scheduling workflows, patient communications, and vendor management
• Manage bookkeeping, invoicing, accounts receivable, and financial reporting for the practice
• Research regulatory requirements, licensing, credentialing, and compliance tasks
• Coordinate with compounding pharmacies, laboratory partners, and medical suppliers
• Support content development for patient education materials and practice marketing
• Organize and track clinical protocols, standard operating procedures, and practice documentation
Personal Executive Support
• Own calendar management across all businesses and personal commitments with zero conflicts
• Manage email triage, draft correspondence, and ensure nothing falls through the cracks
• Research and coordinate personal projects including travel planning, purchases, vendor
selection, and event logistics
• Handle family logistics, household coordination, and life admin tasks as needed
• Build and maintain project trackers, dashboards, and organizational systems
• Prepare agendas, briefs, and summaries for meetings and decisions
Who You Are
You are not just organized. You are the person who builds the system that makes everyone else organized. You operate with ownership mentality and treat this role like your own business.
Requirements
• Education: Master's degree in Business, Finance, Project Management, or a related field
• Experience: 3+ years in executive assistant, operations management, or chief of staff roles supporting a business owner or executive
• Communication: Exceptional written and verbal English. You write clearly, concisely, and professionally without being asked to revise
• Technical Skills: Advanced proficiency in Google Workspace, Notion, Excel, and project management tools. You do not just use these tools, you build systems with them
• Financial Literacy: Comfortable with budgets, P&L statements, invoicing, expense tracking, and basic financial modeling
• Availability: Able to work 30 to 40 hours per week aligned with Pacific Standard Time (PST) business hours
• Work Setup: Reliable high speed internet, a quiet dedicated workspace, and backup power if applicable
What Sets You Apart
• You anticipate needs instead of waiting for instructions
• You have experience in real estate, healthcare, or both
• You have managed multiple business units or clients simultaneously
• You have built operational systems or SOPs from scratch
• You are resourceful, meaning when you do not know the answer, you find it before asking
• You stay calm under pressure and bring solutions, not problems
Tools We Use
You do not need to know all of these on day one, but you should be a fast learner who picks up new platforms quickly: Google Workspace (Docs, Sheets, Calendar, Gmail), Notion, QuickBooks or similar accounting software, project management platforms (Asana, Monday, or similar), social media and marketing tools, and AI tools including ChatGPT and Claude.
What We Offer
• KES 100,000 to 180,000 per month commensurate with experience and qualifications
• A long term role with real growth potential as the businesses scale
• Direct access to the business owner with daily collaboration, not layers of middle management
• Diverse and intellectually stimulating work across real estate, healthcare, and personal operations
• Flexibility of a fully remote position with the stability of a consistent schedule
• A culture that values initiative, rewards ownership, and treats you as a partner, not a task doer
How to Apply
We read every application carefully. To apply, send the following to manager@staytogethersuites.com with the subject line "Executive Assistant Application – [Your Full Name]":
1. Your resume or CV
2. A brief cover letter (one page maximum) explaining why this role is the right fit for you and what makes you exceptional at managing complexity
3. A work sample that demonstrates your ability to build systems, manage projects, or organize operations. This could be a Notion workspace, a project tracker, a financial report, or anything that shows how you think and work In your cover letter, please answer these three questions:
4. Describe a time you managed competing priorities across multiple businesses or projects. What system did you use and what was the outcome?
5. What is the most complex operational system you have built from scratch? Walk us through it.
6. You notice your employer is about to miss an important deadline they have not mentioned.
What do you do?
We are not looking for someone who can follow instructions.
We are looking for someone who makes the instructions unnecessary.
If that sounds like you, we want to hear from you.
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