Executive Assistant

Virtual Executive Assistant
Remote | Full-Time

About PropertyBots.AI
PropertyBots.AI is a software and AI company helping real estate professionals leverage automation to streamline operations, qualify leads, and close more deals. As the CEO, I need an efficient, proactive, and tech-savvy Virtual Executive Assistant to help manage my workload, protect my time, and keep operations running smoothly.

This role is not just administrative—I need someone who can think critically, act independently, and make decisions that align with my goals.

Key Responsibilities

Email & Communication Management
Sort, flag, and prioritize emails for my attention
Draft responses using ChatGPT while maintaining a professional tone
Ensure inbox zero every day by organizing and responding promptly
Screen inbound emails, filter distractions, and book follow-up calls for important contacts
Follow up with leads and key clients when necessary

Task & Project Management (ClickUp)
Keep the ClickUp inbox organized and ensure tasks are assigned correctly
Send reminders and follow-ups to ensure tasks are completed on time
Identify bottlenecks and suggest optimizations in workflow

Calendar & Appointment Management
Protect my time by screening and qualifying meeting requests
Schedule, reschedule, and confirm appointments
Ensure I have prep notes for important calls and meetings

Travel & Logistics Coordination
Find and book the best travel arrangements for my business trips
Organize flights, accommodations, and ground transportation
Handle any travel changes or last-minute adjustments

Client Gifting & Relationship Management
Research and suggest thoughtful gifts for key clients and partners
Maintain a gifting schedule for birthdays, holidays, and business anniversaries
Ensure a personal touch in all client interactions

Social Media & Brand Presence
Manage and grow our LinkedIn and other social media accounts
Use our LinkedIn Post Generator to create and post engaging content daily
Engage with comments, respond to direct messages, and build brand awareness

Who You Are
Fluent in English, both written and verbal, with strong communication skills
Highly organized with a strong ability to prioritize and execute tasks efficiently
Tech-savvy and comfortable using ChatGPT, ClickUp, LinkedIn, and other productivity tools
Proactive and resourceful, taking initiative and solving problems independently
Discreet and trustworthy, able to handle sensitive company and personal information
Detail-oriented, ensuring that nothing slips through the cracks

Bonus Skills (Not Required, But a Plus)
Experience in real estate, SaaS, or AI industries
Familiarity with automation tools like ChatGPT, Claude, GoHighLevel, etc.
Basic graphic design or video editing for social media content

Why Join Us
Fully remote role with flexibility
Opportunity for growth in a fast-moving AI company
Direct involvement with the CEO and real impact on business operations

***How to Apply - YOU MUST DO THE FOLLOWING TO BE CONSIDERED***
Send your resume and a brief video introduction (2-3 minutes) explaining:

1. Why you are a great fit for this role
2. A time when you successfully managed a busy executive’s schedule
3. Your experience with social media content creation

Send applications to Upgrade to see actual info with the subject line: "Executive Assistant Application – [Your Name]"