Responsibilities:
Executive Assistant to Owner (Primary):
- Work directly with the owner as his primary operational support across all business lines.
- Manage owner inbox triage, task prioritization, and follow-through.
- Schedule and coordinate meetings, calls, and vendor appointments on behalf of the owner.
- Prepare briefing documents, summaries, and research as directed.
- Track open items across all business lines and ensure nothing falls through the cracks.
- Protect the owner’s time — escalate only what truly requires his decision.
Caisro Development Support:
- Assist with permit coordination, document preparation, and follow-up with city departments.
- Track draw schedules, lender communications, and project timelines.
- Organize and maintain project files, contracts, and vendor documentation.
- Coordinate with architects, engineers, contractors, and inspectors on scheduling.
- Support preparation of lender decks, pro formas, and project materials as directed.
- Monitor project milestones and flag delays proactively.
Guest Operations — Rosabel Properties (Airbnb):
- Own the Airbnb inbox — respond to all guest messages within 15 minutes during working hours.
- Handle pre-booking inquiries, check-in instructions, mid-stay issues, and checkout follow-ups.
- De-escalate guest concerns with professionalism and document every incident.
- Request and manage guest reviews following each stay.
- Be the warm, professional voice of Rosabel Properties to every guest, every time.
Turo Fleet Operations:
- Manage all Turo guest communications — inquiries, trip extensions, checkout follow-ups.
- Coordinate vehicle availability, calendar management, and booking logistics.
- Handle damage documentation, Turo claims, and platform dispute resolution.
- Maintain clean, organized fleet operations and records.
Emergency & Maintenance Coordination:
- Field guest-reported maintenance issues 24/7.
- Maintain and deploy our vendor network: HVAC, plumbing, electrical, cleaning.
- Coordinate urgent same-day responses when required — nights and weekends included.
- Track all work orders, vendor communications, and resolution timelines.
- Flag recurring property issues proactively before they become guest problems.
Smart Home Monitoring:
- Monitor our tool stack daily: Minut (noise/occupancy), Moen Flo (leak detection), Schlage Encode Plus (smart locks), Emporia Vue (energy monitoring).
- Generate and rotate guest access codes for every reservation.
- Escalate anomalies immediately — a leak alert at 11 PM is not a morning task.
Booking & Calendar Management:
- Maintain accurate calendars across all Airbnb listings.
- Prevent double bookings and manage availability windows.
- Process reservation modifications and cancellations per platform policy.
AirCover & Dispute Management:
- Document all guest incidents with photos, timestamps, and written records.
- Manage AirCover claims from submission to resolution.
- Handle Airbnb support escalations with persistence and professionalism.
Reporting:
- Deliver weekly performance summaries: occupancy, response rate, review scores, incidents, vendor spend.
- Flag listing issues, pricing anomalies, or operational gaps proactively.
- Support owner with ad hoc reporting across Rosabel and Caisro as needed.
Requirements:
Non-Negotiable:
- University degree (Hospitality Management, Business Administration, Communications, or related field).
- Minimum 2 years of verified experience as an Executive Assistant working directly for a US-based company or American entrepreneur — this is a hard requirement, not a preference.
- 3+ years of direct Airbnb / STR virtual assistant experience with US-based hosts.
- Experience with Turo or comparable vehicle rental platform operations.
- Excellent written English — warm, clear, and professional in all communications.
- CST availability including evenings and weekends — this is a 7-day operation.
- Reliable high-speed internet, computer, and backup power solution.
- Verifiable references from current or past US-based employers.
- Full commitment to exclusivity — no concurrent employment or freelance work of any kind.
Strongly Preferred:
- Experience handling Airbnb AirCover claims and dispute resolution.
- Familiarity with PriceLabs, Guesty, Hostaway, or similar PMS tools.
- Experience managing multi-property portfolios (5+ listings).
- Experience with smart home platforms (Minut, Schlage, Moen Flo, or similar).
- Exposure to real estate development, construction coordination, or permit tracking.
Character (Non-Negotiable):
- You solve problems before they escalate — and before you’re asked.
- You communicate proactively, never reactively.
- You own your mistakes and fix them fast.
- You take pride in every task, regardless of how small.
- You are loyal, consistent, and building a career — not passing through.
- You understand that working directly with an owner means discretion, trust, and absolute professionalism at all times.
