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. 

Executive Assistant 

We are seeking a highly skilled and proactive Executive Assistant with exceptional project management abilities to support the business owner. In this role, you will serve as an extension of the owner, handling day-to-day tasks, overseeing projects, and making decisions on their behalf. 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 business owner, managing their calendar, emails, and daily priorities.
• Represent the owner in meetings, negotiations, and decision-making processes, ensuring all actions align with the company’s goals and values.
• Facilitate communication between the owner and internal/external stakeholders, 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 owner.
• Proactively identify and address potential risks or issues in projects, offering solutions and alternatives as needed.

Operations and Process Improvement:

• Handle tasks such as budgeting, invoice management, and vendor relationships to ensure business operations run seamlessly.

Event and Meeting Coordination:

• Organize virtual and in-person meetings, conferences, and events on behalf of the owner, ensuring all logistics and details are handled with precision.
• Prepare presentations, reports, and documents for executive meetings.

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.

Decision-Making Authority:

• Handle high-level tasks on behalf of the owner, including client negotiations, vendor management, and key operational decisions.
• Oversee the implementation of strategic initiatives, ensuring that the owner’s directives are executed effectively and efficiently.

Foundational Requirements:

• 3+ years of experience as an executive assistant, with at least 2 years of project management experience.
• Proven ability to lead and manage projects, including planning, execution, and problem resolution.
• Capable of making sound decisions on behalf of the owner and leading initiatives independently.
• 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.
• Attention to detail and commitment to providing exceptional service.
• Critical thinker.
• Ability to learn new software easily and efficiently.