Executive Assistant & Operations Coordinator (Job ID: HENREG1)
Executive Assistant & Operations Coordinator
Job ID: HENREG1
Industry: Real Estate
Location: LATAM preferred but open to others
Job Type: Part-Time (30 Hours)
Schedule: Monday to Friday, 3 hours in the morning and 3 hours in the afternoon (CST)
Salary: $8 to $10 per hour
Target Start Date: ASAP
Role Overview
About the Client
The client is an entrepreneur currently managing a high-performing sales team within the window cleaning industry (currently contracted to another company). He is scaling a dual-track operation involving a high-volume door-to-door sales recruitment funnel and a growing real estate investment portfolio.
About the Role
We are looking for a proactive and highly organized Operations Coordinator & Executive Assistant to serve as the right hand to an entrepreneur who is building a high-performing sales team while managing a growing real estate business.
In contrast to the earlier role description, which mixed recruiting outreach, social media editing, and real estate deal analysis, this updated position focuses on coordination and execution.
Your mission is to:
Ensure the sales team’s training and onboarding run smoothly
Manage the founder’s inbox
Extract and assign action items from meetings
Handle light operational tasks such as Airbnb management and bookkeeping
This is not a passive administrative role. We are looking for someone who anticipates needs, takes ownership of workflows, and keeps everything moving without constant supervision.
Key Responsibilities
1. Sales Team Coordination & Training Support
Manage the calendar for training and onboarding of a door-to-door sales team
Schedule one-on-one coaching, small role-play sessions, group check-ins, and weekly training
Maintain scheduling and rescheduling duties (no outreach required)
Track each rep’s progress through training using Notion/Connecteam dashboards and attendance logs
Ensure reps are booked into correct sessions and follow up on missed calls
Coordinate with recruits and reps via Slack and Connecteam
Send reminders, reschedule sessions, and provide personalized follow-ups
Provide summaries of training calls and distribute recordings
2. Inbox & Communication Management
Fully manage the founder’s email inbox: organize, prioritize, and draft responses
Handle routine correspondence with recruits, partners, vendors, and school contacts
Manage all email communications so the founder rarely needs to check the inbox
Create and refine email templates
Escalate urgent or high-priority matters when needed
3. Action Item & Task Management
Review meeting transcripts from Otter and Notion AI
Extract and assign action items
Enter tasks into systems and assign to appropriate team members
Follow up until completion
Update statuses in Notion and communicate progress
4. Recruiting Pipeline Tracking
Track candidates throughout the recruitment process
Confirm applications and ensure interviews and training are scheduled
Move candidates through each stage of the pipeline
Follow up with no-shows or rescheduled candidates
Maintain pipeline flow (no cold outreach or social media messaging required)
5. Airbnb & Booking Management
Manage Airbnb and short-term rental operations
Respond to guest messages promptly
Provide check-in instructions
Coordinate cleaning and minor repairs
Track guest feedback and resolve issues
6. General Bookkeeping & Administration
Perform light bookkeeping: track receipts, reconcile expenses, and manage simple budgets
Maintain spreadsheets and organized records
Keep Notion pages and systems updated
Organize digital files
Assist with school administration (track deadlines, send reminders, draft emails to professors)
Qualifications & Skills
Ideal Candidate
Highly organized and detail-oriented
Proactive and takes ownership of tasks
Excellent communicator with near-native English (written and spoken)
Comfortable using email, Slack, and phone communication
Tech-savvy: familiar with Notion, Calendly, Slack, Google Calendar, and bookkeeping tools (QuickBooks, Wave)
Adaptable across multiple functions (sales coordination, inbox management, recruiting, Airbnb operations)
Trustworthy and able to handle confidential information
Preferred Qualifications
Experience in administrative support, operations coordination, or sales team support
Familiarity with door-to-door sales training or recruiting processes
Basic bookkeeping experience
Experience managing short-term rentals or hospitality operations
Application Process
Qualified candidates should be prepared to discuss:
Their home office setup and reliability (internet and power)
Experience managing complex scheduling and rescheduling independently
How they extract and assign action items from meetings
Their communication approach with different stakeholders (sales recruits, team members, guests)