Office Assistant - Remote

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. 

Position Summary

We’re looking for an Office Assistant (Remote) with a sharp eye for detail, strong critical thinking skills, and the ability to work with minimal supervision. This role supports a fast-paced, global leadership team (primarily US-based).

This role requires more than just coordination. It calls for someone who can think critically, operate independently, and anticipate needs before they arise. Your ability to handle sensitive information, navigate shifting priorities, and bring structure to diverse workflows will directly contribute to team agility and executive effectiveness.

If you are adaptable, proactive, and thrive in a dynamic startup environment, this opportunity is for you.

Key Responsibilities

• Provide high level executive & administrative Support: Manage complex calendars across global time zones
• Plan and manage all travel arrangements including flights, accommodations, and itineraries, for company events and conferences held both in the U.S. and internationally (ie. Europe, Asia, Australia)
• Draft and update company policies, SOPs, and internal documentation with a high level of accuracy
• Collaborate with cross-functional teams to manage task tracking and documentation in project management tools such as Notion
• Capture accurate minutes of meetings, assign action items, and monitor follow-ups
• Support ad hoc projects by ensuring deliverables are on track and communicated clearly
• Maintains and analyzes data (ie. travel, expenses, internal tools) to identify trends, recommend improvements, and support budget planning.

Requirements

• 3+ years of experience in office admin, project coordination, or executive assistance roles and must be willing to work US hours
• Has experience working with distributed global teams and US-based leadership teams
• Has experience working for a startup company
• Must be comfortable navigating startup-paced workflows, tech-proficient and quick to jump into new tools, projects, or priorities with minimal oversight
• Must be comfortable working in a dynamic environment, with the flexibility to take on ad hoc projects and shifting priorities with confidence, initiative, and a proactive mindset
• Proficiency in tools like Notion, Google Workspace (Google Calendar, Sheets, Docs, Slides), Zoom, Slack and Intercom
• Has experience using a CRM (Hubspot knowledge is a plus)
• Strong skills in travel planning, report building, and handling administrative functions
• Demonstrated ability to manage multiple tasks autonomously, meet deadlines, and stay organized
• Fluent in English with excellent written and verbal communication

What We Offer:

• Paid time off
• Holiday reward
• HMO
• Preventive Mental Health benefit