Executive Assistant & Operations Coordinator

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TYPE OF WORK

Full Time

SALARY

$7/hour - $8/hour

HOURS PER WEEK

40

DATE UPDATED

Aug 2, 2026

JOB OVERVIEW

Executive Assistant & Operations Coordinator
Philippines-based · Full-time · Independent contractor · Long-term


Engagement
Independent contractor (you invoice us; you handle your own taxes)

Location
Remote, Philippines-based

Hours
Availability during U.S. Pacific business hours, ~8:00 a.m. – 5:00 p.m. PT, Mon–Fri

Paid in USD via Payoneer · plus a health allowance

Tools we provide
Delegated email & calendar access, Vonage, AppFolio (read), DocuSign, a shared task tracker

About Us
Los Angeles property management company managing a large residential portfolio. The owner sits between dozens of outside parties and an internal team, and a great deal moves through his inbox every day. We're hiring one person to own that flow end to end.

The Role
This is a closure role, not a gatekeeper role. Your job is to know what was promised, who owns it, and whether it actually got done — and to keep it moving until it does. You increase the owner’s visibility into the business; you do not wall him off from it. If “gatekeeper” is what excites you, this isn’t the role.

You will own the owner’s inbox, route and draft in his voice, and — most importantly — track every open commitment to completion, chasing internal staff and outside parties until things close.

What You'll Do
? Inbox ownership & routing. Triage the owner’s inbox against a written routing map, suppress noise, and draft routine replies in his voice for release.
? Follow-up & closure tracking (the heart of the role). Keep a register of every commitment — who owns it and when it’s due — and chase it to done. Treat a second follow-up from any outside party as an automatic escalation.
? Reporting. Send a daily end-of-day close-out (what arrived, what was routed, what’s past deadline, tomorrow’s owner items) and a weekly aging review.
? Calendar & deadline custody. Own scheduling end to end (invites, links, reschedules) and calendar key deadlines with advance reminders — you track the deadline; you don’t do the filing.
? Preparation & verification. Assemble document packages for the owner to send, pre-check approval items against the ledger and surface discrepancies, format financials for the reader, and run recruiting logistics.
What We're Looking For
? Follow-through with a real system — you track commitments with a tool and a routine, not your memory. (This is the most important trait.)
? Excellent written English — you’ll draft to owners, attorneys, brokers, and city staff in the owner’s name.
? Clear spoken English — you’ll chase vendors and agencies by phone. This is load-bearing, not optional.
? Comfort pursuing senior people — politely staying on a controller or an outside professional until you get an answer.
? Signal-versus-noise judgment — telling a routine notification from a buried, time-sensitive request.
? Numerical carefulness, discretion, and domain literacy — a careful second set of eyes on figures; trust with sensitive financial and legal matters; knowing an owner from a vendor from a tenant.
? A plus: prior EA / chief-of-staff / operations-coordinator experience; property management, real estate, legal, or professional-services back office; AppFolio.
The Boundaries of This Role
For clarity and trust, this role explicitly does NOT include:
? Any approval authority over money — payments, reimbursements, distributions, wires, or transfers.
? Any banking-portal access, wire initiation, check printing, or card credentials.
? Signature authority (you may prepare DocuSign envelopes; you may not sign).
? Legal, rent-control, or hearing work product; owner-relationship or commercial-terms decisions.

How to Apply — Read Carefully
To be considered, your application MUST include all of the following. Applications missing any item will not be reviewed.
#
Include with your application
1
Internet speed proof — a Speedtest.net screenshot showing at least 25 Mbps download.
2
Your system — in your own words, describe the exact system you personally use so that nothing you’re responsible for gets forgotten. Name the tool and the routine.
3
A short judgment answer — You’re managing a busy inbox. An outside broker emails a SECOND time about a coverage gap that is blocking a client’s certificate, and separately an industry newsletter arrives. Which do you act on first, and what do you do with each?
4
Two short answers — (a) Describe your experience owning an inbox, calendar, or following work to completion for someone. (b) Your internet provider and backup plan for outages.
5
Your rate in USD and earliest availability.
Why these? They mirror the actual work. Strong applications move to a short skills exercise, a video interview, and reference checks.

SKILL REQUIREMENT
Project Management Operation Management Executive Assistance
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