Remote Property Management Executive Assistant

About Us
We’re Extenteam, a dynamic company revolutionizing the short term vacation rental industry. Our proven business model has generated consistent revenue, and we are now expanding from a professional services model to a scalable tech-based subscription-first model.

As a scaling stage startup, we aim to grow our Monthly Recurring Revenue (MRR) to double our revenue by January 2026 by providing an AI assisted SaaS platform that works for all short term rental businesses regardless of their size.

Extenteam is on a mission to streamline and support vacation rental businesses by providing top-notch solutions, including guest communication and property management support.

We generate revenue through two primary streams:

• Dedicated Team Members: Providing trained overseas talent with a recurring premium model, replacing one-time recruitment fees.
• Tailwind - SaaS Platform: A guest communication Software blended with our shared services team, supporting smaller operators typically with less than 50 units - helping Extenteam increase profitability while growing our product market fit and expanding TAM and service levels.

Extenteam is a small but mighty team of 50 consisting of Sales, Partner Success, Marketing, HR & Recruiting, Engineering, Product and Admin (IT, Data etc). We are spread out across the world but we have hubs in Miami, LA, Medellin, and actively expanding into Europe. Our 50 people core team is supported by 400+ DTMs (dedicated team members) that are servicing our customers.

Our Values:

• Commitment to Excellence: Continuously raising the bar and setting new standards in guest communications and service delivery. 
• Exceptional Collaboration: Thriving in a fast-paced, high-performance environment built on clear communication and teamwork. 
• Unified Purpose: Aligning behind a shared mission to drive success with an intense focus. One shared consciousness. 
• Data-Driven Decision-Making: Prioritizing data and results over emotions when making objective, professional decisions. 
• Emphasis on Details: Details matter at every level. Leaders are expected to have a deep understanding of the specifics and adopt a hands-on management style.

Our Leadership Philosophy

Our company embraces a management style inspired by the ideals of "founder mode," as championed by Airbnb’s Brian Chesky. This means a hands-on, visionary approach to leadership, with a relentless focus on innovation, product excellence, and customer-centric decision-making. We encourage proactive problem-solving, direct involvement in key initiatives, and a collaborative, high-performance culture.

To learn more about the "founder mode" philosophy and how it shapes our operations, you can explore this link. Understanding this mindset will provide valuable context for how we operate and what we value in our team members. 

Extenteam is looking for a proactive and tech-savvy Executive Assistant to support the company owner in a fast-paced environment. VRC is a young, dynamic company where everyone wears multiple hats, so the ideal candidate must be versatile, highly organized, extremely tech savvy and able to work independently. 

Key Responsibilities

• Executive Support:
  • Assist the company owner with various tasks like email template creation, troubleshooting Microsoft tools, resizing photos, scheduling, and more. 

Tech Support & Optimization 

• Act as the liaison between the owner and the tech stack, identifying areas for improvement and handling troubleshooting. Direct experience with any of the software listed below is a plus. 
• Identify weaknesses within the tech stack itself or SOP involving the tech stack in order to help VRC optimize & consolidate the tech stack wherever possible 

 

Guest Management (Reservations & Guests in House)

• Monitoring inbox in both Hostaway & Enso Connect and replying to all guest inquiries/bookings within a few minutes of them coming in, during working hours of 8am-8pm MST 
• Assisting guests in house, via messaging, with any questions or needs they have 
• Assisting guests in altering or canceling reservations  
• Check PMS to make sure that guests are fully paid, rental agreement is signed & they have read/understand their arrival instructions prior to checking-in to a property
• Alert, in writing, front desks of weekly arrivals at applicable properties 
• Writing and posting Airbnb reviews and responding to guest reviews within 24 hours
• Documenting feedback from guests and sharing potential areas for improvement with company owner
  • Updating tasks in Breezeway as necessary based on guest feedback
  • Monitoring maintenance tasks to confirm they’ve been complete 

 

Listing Creation and Management

• Follow SOP to create listings in Hostaway, notifying company owner when ready for review.  
• Create a list of missing information to be obtained before a listing can go “live”
• Updating and improving marketing channels (Airbnb listings, other OTAs + direct booking websites)
• Join company owner in quarterly meetings with Airbnb/VRBO and transition that feedback to action
• Monitoring PMS software to ensure everything is integrating properly
• Alert company owner of improvements that could be made to listing creation SOP 

 

Project Management

• Lead and manage various company projects from start to finish, ensuring that goals, timelines, and deliverables are met.
• Proactively identify and address potential risks or issues in projects, offering solutions and alternatives as needed. 
• Help optimize SOP’s as VRC transitions to a new task management platform 

 

Confidentiality & Trust

• Maintain the highest level of confidentiality, ensuring sensitive information is handled with care.
• Act with integrity and transparency, keeping the business owner informed of critical developments and providing insightful feedback when necessary.

Softwares to be used in day-to-day operations

• Vintory (owner acquisition & owner onboarding tracking) 
• Microsoft Teams (internal communication)
• Hostaway (property management software) 
• Enso Connect (guest experience platform & guest CRM)
• Breezeway (housekeeper & maintenance communications)
• Microsoft Office Suite (Word/Excel/Powerpoint/etc.) 

Foundational Requirements

• 3+ years as an executive assistant, with at least 2 years in project management.
• Willingness to ask questions when unclear about a task or process
• Exceptional organizational skills, with the ability to prioritize and manage multiple tasks efficiently in a remote environment.
• Excellent written and verbal English skills.  No exceptions.  This position will be communicating via phone, text, and email.  5 of 5 on all assessments. 
• Proficiency with spreadsheet, word processing, CRM, and virtual communication tools. 
• Ability to work independently in a remote work environment 
• Extreme attention to detail – will catch errors by ownership
• Possess critical thinking and problem-solving skills – will look for ways to be more efficient and vocalize those to the team
• Ability to learn new software easily and efficiently. Tech savviness is a requirement.
• Team player – Our company is a collaboration and all opinions matter.
• Interest in individual growth potential with a young company

TECHNICAL REQUIREMENTS:
- Internet speed minimum 30mbps
- i5 8th Gen or higher
- Windows 10 / MacOS Catalina or higher
- Minimum of 8 GB RAM
- Private and quiet dedicated home office area (no roosters, dogs, children's noises in the background)
- Back-ups in case of power or internet provider interruptions
- Good headset and webcam (preferably noise-canceling headset)

WHO WE ARE:

EXTENTEAM is the #1 trusted outsourcer for property management professionals operating short-term rentals, vacation homes, multifamily communities, and boutique hotel properties.

WHAT WE DO:

We support over a hundred different property management brands throughout the United States. Our virtual team members work exclusively to supercharge guest services, reservations, marketing, bookkeeping, IT support, and other core business functions.

OUR CORE VALUES:

- MISSION ACCOMPLISHED: We Work Smart & Get Stuff Done.
- OWN YOUR STUFF: We Own Our Stuff.
- WALK THE TALK: We Do What We Say We'll do.
- INTO THE WILD: We are Explorers.
- WORD AS BOND: Just Say It.
- ABOVE AND BEYOND: We Live Extenteam.