Virtual Executive Assistant to the President

# Virtual Executive Assistant to the President

**IronHold Asset Management**
**Full-Time | Remote | Independent Contractor**
**Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Time**
**Compensation: $9 to $12 USD per hour**

## About IronHold Asset Management

IronHold Asset Management is a growing real estate investment and property management company operating a multifamily portfolio across the Midwest and Southwest.

We are in an active growth phase, building the systems, team, and operating structure needed to support our expanding portfolio. We run lean, move quickly, and expect every tea ---------- mber to take ownership of their responsibilities.

We are hiring a full-time Virtual Executive Assistant to directly support our President, Amber Hendrickson.

This is not a general virtual assistant position or a shared administrative role. You will support one executive, learn how she works, and help her stay ahead of communication, follow-ups, meetings, and operational priorities.

## Why This Role Exists

Amber oversees day-to-day operations across IronHold’s portfolio. She works closely with property managers, maintenance leaders, vendors, candidates, executives, and ownership partners.

The volume of assignments, conversations, follow-ups, and open tasks has outgrown what one person can manage alone.

We need someone who can receive an assignment, understand the desired outcome, independently move the work forward, and keep Amber informed as it progresses.

Your primary responsibility will be helping Amber stay organized, protecting her time, and ensuring that important tasks and commitments do not fall through the cracks.

## What You Will Own

### Task Management and Follow-Through

* Maintain an accurate and current task-management system for Amber
* Track assignments involving property managers, vendors, candidates, and internal tea ---------- mbers
* Follow up on overdue tasks, unanswered questions, and incomplete commitments
* Make sure action items are assigned, documented, and completed
* Identify stalled items before they become urgent problems
* Provide Amber with concise updates on progress, delays, and issues
* Continue moving assignments forward without waiting to be reminded

### Calendar and Time Management

* Manage Amber’s calendar and scheduling
* Coordinate internal and external meetings
* Protect focus time and resolve scheduling conflicts
* Confir ---------- etings and communicate schedule changes
* Ensure Amber knows what is coming next and has the information she needs
* Help prioritize competing requests for her time

### Inbox and Communication Management

* Review and organize Amber’s inbox daily
* Flag messages requiring her attention or decision
* Draft responses to routine messages
* Track unanswered emails and outstanding requests
* Communicate professionally with property managers, vendors, candidates, executives, and other stakeholders on Amber’s behalf
* Use sound judgment to determine what can be handled independently and what should be escalated

### Property Operations Coordination

* Support communication between Amber and IronHold’s property management teams
* Track priorities and assignments across multiple properties
* Follow up with property managers regarding deadlines, reports, operational issues, and action items
* Help Amber maintain visibility across the portfolio without requiring her to personally chase every update
* Organize recurring information and updates from property teams
* Escalate delays, risks, or recurring problems promptly

### Meeting Preparation and Follow-Through

* Prepare agendas, notes, documents, and briefing materials
* Capture decisions, assignments, owners, and deadlines during meetings
* Distribute action items after meetings
* Follow up with responsible parties until assignments are completed
* Maintain organized records from recurring meetings
* Ensure previous commitments are reviewed at the next appropriate meeting

### Hiring Coordination

* Organize candidate pipelines for property-level and corporate positions
* Schedule interviews with candidates and hiring managers
* Track each candidate’s status and required next steps
* Organize resumes, interview notes, assessments, and related documentation
* Communicate scheduling details and updates to candidates
* Help ensure candidates receive timely and professional communication

### Document and File Management

* Organize files and folders in Dropbox, Google Drive, and other shared systems
* Format reports, correspondence, presentations, and internal documents
* Maintain recurring operational documents
* Gather information needed for basic reports and updates
* Ensure important documents are current, organized, and easy to locate

### Travel and Occasional Personal Assistance

* Coordinate travel for site visits, conferences, and business trips
* Manage reservations, confirmations, itineraries, and schedule changes
* Assist with occasional personal administrative tasks as needed

## What Success Looks Like

### Within 30 Days

* You understand Amber’s working style, priorities, recurring meetings, and communication preferences
* You have taken ownership of her calendar
* You have established an effective process for organizing her inbox
* You have created a working system for tracking assignments and follow-ups
* Amber can clearly see what is moving, what is delayed, and what requires her attention

### Within 60 Days

* Meeting preparation and follow-up consistently run through you
* You independently manage recurring responsibilities
* Property managers and tea ---------- mbers recognize you as a reliable point of coordination
* Amber is no longer personally chasing routine updates and incomplete tasks
* You communicate progress without being asked for updates

### Within 90 Days

* You anticipate recurring needs before being asked
* You identify potential problems early
* Amber trusts you to communicate and coordinate on her behalf
* Fewer assignments, commitments, and follow-ups fall through the cracks
* You have created meaningful additional capacity for the President

## Who Will Thrive in This Role

You may be a strong fit if:

* You are exceptionally organized
* An unfinished task or unanswered request bothers you until it is resolved
* You can receive an assignment and independently determine the next steps
* You know how to keep an executive informed without overwhelming them
* You communicate directly, clearly, and professionally
* You are comfortable following up persistently with busy people
* You stay calm when priorities change
* You can manage multiple open assignments without losing track of details
* You use sound judgment with confidential information
* You identify problems early rather than waiting for them to become emergencies
* You are comfortable receiving direct feedback
* You take ownership of outcomes, not just activities
* You are willing to ask thoughtful questions when instructions or priorities are unclear

## Experience and Qualifications

* Previous experience as an Executive Assistant, Virtual Executive Assistant, Administrative Assistant, Operations Coordinator, or similar role is preferred
* Experience directly supporting a senior executive is preferred
* Experience in real estate, property management, hospitality, construction, or another operations-heavy business is helpful but not required
* Excellent spoken and written English is required
* Strong calendar, inbox, task-management, and follow-up skills are required
* The ability to work independently is required
* Strong professional judgment and discretion are required
* Experience communicating with managers, vendors, candidates, and executives is preferred
* Experience with Gmail, Google Calendar, Google Workspace, Slack, Notion, Dropbox, or similar systems is preferred
* AppFolio experience is helpful but not required
* The ability to learn new systems quickly is required

## Technology Requirements

The selected contractor must provide:

* Their own reliable computer
* A stable, high-speed internet connection
* A professional and quiet remote workspace
* A functioning webcam and professional headset
* A reliable backup plan for internet or power interruptions
* The ability to participate professionally in video meetings

## Schedule and Availability

* Full-time, 40 hours per week
* Monday through Friday
* 8:00 a.m. to 5:00 p.m. Central Time
* Includes a one-hour unpaid meal break
* The selected contractor must be available and responsive during Amber’s working hours
* This position generally follows the U.S. business and holiday calendar
* Requests involving major national holidays in the contractor’s home country may be discussed in advance

## Location

This is a fully remote position.

Candidates may apply from any country, provided they:

* Have excellent spoken and written English
* Can consistently work the required Central Time schedule
* Have reliable technology and internet access
* Can communicate professionally with a U.S.-based team

## Compensation and Engagement

* $9 to $10 USD per hour, depending on experience and demonstrated ability
* Expected schedule of 40 hours per week
* Approximately $1,560 to $1,733 USD per month, depending on the hourly rate and number of working days
* Paid time off, holidays, bonuses, and other arrangements are negotiable
* This position is structured as an independent-contractor engagement
* The selected contractor is responsible for providing their own equipment and workspace

## Our Hiring Process

Our hiring process is designed to evaluate communication, judgment, organization, follow-through, and compatibility with Amber’s working style.

Selected candidates may complete:

1. Application and resume review
2. Brief video introduction
3. Written screening questions
4. Initial interview
5. Paid practical work exercise
6. Leadership interview
7. Working Genius assessment for finalists
8. Working session with Amber
9. Reference checks and final offer

The Working Genius assessment is completed only by finalists. It helps us understand how each candidate’s natural strengths align with the role, but it does not replace demonstrated ability or professional judgment.

## How to Apply

Please submit:

* Your current resume
* A brief written introduction explaining why this role fits your experience
* A two-minute video introducing yourself
* Your requested hourly rate in U.S. dollars
* Confirmation that you can consistently work Monday through Friday from 8:00 a.m. to 5:00 p.m. Central Time
* A description of your computer, internet connection, and backup plan
* A brief example of a task or project you independently managed from assignment through completion
* A description of the system you use to track follow-ups and open tasks

In your introduction video, please address:

1. What type of executive do you work best with?
2. How do you keep an executive informed without requiring them to manage you?
3. How do you handle people who do not respond to your first request?
4. What do you do when you have several urgent assignments at the same time?

To demonstrate attention to detail, include the phrase **“Protect Amber’s Time”** in your written application.

IronHold Asset Management provides equal opportunities to qualified applicants. Hiring decisions are based on experience, skills, communication, professional judgment, and the requirements of the role.