Description Executive Assistant to Serial Entrepreneur with Several Businesses
Are you a highly skilled individual who would like variety in your daily work? Are you able to bring organization to chaos and quickly assess a situation to come up with an efficient plan to tackle problems that come up on a daily basis? Are you able to pay attention to detail, show great communication skills, and keep track of several moving parts, all while having a great attitude? If this sounds like you, then you may be a great fit for the position of executive assistant.
Shiloh Lundahl is a serial entrepreneur with a master's degree in Social Work. He provides therapy to individuals and families part-time as a child and family therapist. He also runs several real estate businesses and a coaching business. He is what is known as a visionary and he is looking for an executive assistant to help him organize and run his companies.
Your efforts in managing Shiloh's schedule, projects, clients/tenants/guests, and spreadsheets are a full-time job. You will need to think quickly, problem-solve, track information, and communicate with several people on a day-to-day basis. The better you perform your tasks, the better the companies will perform, and the more you will be compensated. Your role is vital to the success of the companies.
This position is not a good fit for most people who just want a 9-5 job where they put in their time and get their paycheck. This position requires the right type of personality. Someone who is optimistic, excited to work, and brings a good attitude each day. The position requires someone who is punctual, has good communication skills, and is an excellent planner and executioner of that plan (but is also flexible enough to completely rearrange a plan to attend to more urgent matters that may suddenly come up). This position also requires a very secure person who can take feedback and correction without getting their feelings hurt, shutting down, or blaming other people for mistakes. Being prepared, accountable, willing to work hard, and honest is a must because this is not a 9-5 position. A well-prepared phone call for planning at 8:15 am each day is a must in order to coordinate the work for the day and the week.
Responsibilities Job Description
Is able to do the following tasks for various companies and able to help hire and watch over others performing the following tasks:
•Counseling practice assistant
•Answering phone calls and setting appointments throughout the day - must be able to be warm with a nurturing tone and voice
•Managing a calendar and keeping it filled
•Following up on payments for no-shows or for billing 3 parties
•Updating website information
•Charge payments on Square or simplepractice to schedule clients
Short-term rental assistant
•Work directly with the caretakers at each of the properties to keep track of accounting on Google Docs
•Help respond to questions and inquiries about the properties within 30 minutes
•Help build, add content to, and maintain websites for short-term rental properties
•Help create and manage social media content for short-term rentals
•Charge payments or send out invoices on Square for guests
•Collect guest information such as phone numbers, email addresses, etc.
Real estate portfolio management assistant
•Keep track of lease renewals
•Sending out notices
•Do evictions
•Showing and leasing up properties
•Notarizing documents
•Helping stage properties and taking pictures
•Doing walk-throughs at the beginning of a tenancy, during the tenancy, and at the end of a tenancy
•Visit each property every 6 months to check on it and make sure the air filters and smoke alarm batteries are still good
•Set up utilities
•Keep tenant information up-to-date on Stessa
•Managing my CRM
Real estate coaching business
•Helping update real estate websites including business cards
•Attend real estate monthly meet up and gather attendee information
•Sending out emails to people to attend real estate events
•Help coordinate and organize retreats
•Charge payments on SquareCompetitive salary (55k to 65k)
•Hybrid position with flexible working hours
•Health Reimbursement Arrangement
•Opportunity to work with a serial entrepreneur in growing companies
•Work that actually moves the needle
Qualifications MUST HAVES - Qualifications
•Bilingual (English and Spanish)
•Available to answer phone calls professionally with limited background noise and distraction
•Answer calls and return calls promptly (within an hour)
•Owns a vehicle and has the ability to drive to locations to check on projects
•Computer savvy with Word, Excel, Google docs, AirBNB, VRBO, and willing to learn Stessa, gohighlevel, simplepractice, Monday, Pricelabs, and many other softwares and platforms
•Accounting and bookkeeping experience
•Lives within 20 minutes from Dana Landing on the border of Gilbert and Mesa, Arizona
•Real estate experience (such as title work, short-term or long-term rentals, property management, etc, notary)
•Fantastic follow-through and follow-up
Personality and skillset
This job would be best for someone who is naturally:
•Organized and highly efficient - is able to take several different tasks and prioritize their completion in a very efficient manner and keep track of financial and other information really well
•Positive and pleasant - having a positive attitude and positive written and verbal communication with others
•Handles correction well - is able to make adjustments when corrected about the completion of tasks and is secure with themselves without needing a lot of compliments to feel good about themselves
•Flexible and quick to make adjustments - is able to reprioritize tasks continually when things come up that may have a higher importance, while still keeping track of other tasks that need to be done
•Diligent - Does not need to be told what to do from moment to moment but is eager to get started on tasks and creates plans to accomplish them and follows them to completion each day
•Creative and resourceful - Doesn't need a lot of instructions or directions on how to accomplish a specific task but is resourceful and is able to overcome barriers and figure out ways to accomplish the task