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. 

We are seeking a highly skilled and proactive Executive Assistant with the ability to communicate clearly, perform consistently, and ask for clarity when needed. In this role, you will serve as the right hand of 2 executives in a fast-paced environment with multiple priorities. This is a startup company where everyone wears multiple hats, the ideal candidate needs to be versatile. The ideal candidate is a strategic thinker, highly organized, and comfortable operating with autonomy to ensure business operations run smoothly.

Key Responsibilities:

• Executive Support:

• Act as the right-hand to the 2 executives, assisting in a fast-paced environment with a variety of tasks

• Facilitate communication between the Executives and clients using CRM, as requested, ensuring timely and clear responses.

• Project Management:

• Lead and manage various company projects from start to finish, ensuring that goals, timelines, and deliverables are met.

• Coordinate with different teams and departments to ensure project alignment, track progress, and provide status updates to the Executives

• Proactively identify and address potential risks or issues in projects, offering solutions and alternatives as needed.

• Sales Support:

• Assist sales team with scheduling meetings and updating CRM as needed

• Create proposals for the sales team to present to prospective clients. (Enter data provided into software, then take the results and put into a proposal template)

• 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.

• Listing Creation and Management : 

• Follow SOP to create listings in HostAway, notifying CAO when ready for review

• Create a list of missing information to be obtained before a listing can go “live”

• Updating work management platform (Asana) as tasks are completed

• Sharing correspondence and communications, when necessary, with the property owners

• Monitoring the main email inbox while AI bot communicates with guests

• Updating and improving marketing channels (Airbnb listings, other OTAs + direct booking websites)

• Monitoring PMS software to ensure everything is integrating properly

• Guest Reservation Management:

• Monitoring guest communications/AI bot to ensure accuracy, editing drafts as needed

• Assisting guests in altering or canceling reservations based on AI conversations

• Check PMS to make sure that guests are fully paid prior to checking-in to a property

• Monitor automatic reviews within HostAway (PMS)  to ensure accuracy. Cancel automatic reviews at owner’s request for problem guests

• Writing and posting Airbnb reviews and responding to guest reviews within 24 hours

• Documenting feedback from guests and sharing potential areas for improvement with owners

Software to be used in day-to-day operations :

• Asana (work/task management)

• Slack (internal communications)

• HostAway (Property Management Software)

• Follow Up Boss (CRM)

• Google Workspace (Drive, Sheets, Docs, etc.)

Foundational Requirements:

• 3+ years of experience as an executive assistant, with at least 2 years of project management experience.

• 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.

• Strong organizational and multitasking abilities.

• Ability to work independently in a remote work environment – does not need to be micromanaged

• Extreme attention to detail – will catch errors by executive team

• 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.

• Team player – the best idea always wins