Senior Virtual Assistant (Family Office – Commercial Real Estate)

Senior Virtual Assistant (Family Office – Commercial Real Estate)

Location: Remote (Latin America only)

Hours Schedule: Full-Time, 40 hours per week

About Company and Role

We are a growing U.S.-based Family Office focused on Commercial Real Estate investments. The organization is in an active growth and systemization phase and is building institutional-level processes while remaining lean and fast-moving.

We are seeking a Senior Virtual Assistant to act as the operational backbone for the CEO. This role is designed to remove friction, protect executive time, and ensure that priorities, communications, and workflows move forward without anything falling through the cracks.

This is a proactive, execution-focused role, not a task-by-task admin position. The ideal candidate is highly organized, systems-minded, discreet, and comfortable working closely with senior leadership in a dynamic environment.

Key Responsibilities

Executive & Calendar Support

• Manage and coordinate the CEO’s calendar across business and personal priorities
• Schedule meetings with clear agendas and objectives
• Enforce preparation time, buffers, and follow-ups
• Coordinate recurring check-ins and weekly alignment meetings

Email & Communication Support (Phase 2)

• Triage inbox and prioritize messages
• Draft responses in the CEO’s voice for review
• Flag urgent or high-impact communications
• Coordinate scheduling with investors, brokers, lenders, and vendors

CRM & Workflow Management

• Maintain accurate CRM and workflow tracking in Monday.com
• Update notes, tasks, and follow-ups within 24hours
• Track commitments and reminders across stakeholders
• Ensure data accuracy and task completion

Project & Task Coordination

• Maintain a master task list for CEO priorities
• Track deadlines and dependencies
• Follow up on open action items with internal and externalparties
• Support deal-related coordination and documentation (no underwriting required)

Documentation & File Organization

• Maintain structured digital filing systems
• Organize documents related to deals, investors, vendors, and personal matters
• Ensure fast and reliable document retrieval

Personal & Light Financial Administration

• Assist with bill reminders and payment coordination
• Support expense tracking and reconciliation
• Coordinate with CPA or external serviceproviders
• Handle confidential and sensitive information with discretion

Travel & Logistics

• Book flights, hotels, and ground transportation
• Prepare itineraries and meeting schedules
• Support post-travel follow-ups and expense tracking

Must-Have Qualifications

• 3–5+ years of experience as a Virtual Assistant or Executive Assistant
• Experience supporting senior executives or founders
• Strong organizational, follow-up, and prioritization skills
• Excellent written and spoken English (C1+ preferred)
• Hands-on experience with Monday.com (required)
• Proficiency with Google Workspace (Docs, Sheets, Calendar)
• High level of discretion and reliability
• Stable internet connection and professional home workspace

Nice-to-Have Qualifications

• Experience in real estate, private equity, or family office environments
• CRM or workflow system ownership experience
• Familiarity with U.S. business culture
• Interest in growing into an Executive Assistant or Operations role

Other Information

• This role is scoped as a Senior Virtual Assistant, with a clear growth path into an Executive Assistant role as the Family Office evolves
• Opportunity to take on more responsibility and leadership over time
• Long-term, stable position for a high-performing candidate
• Structured onboarding and close collaboration with the CEO and COO