Marketing 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. 

What This Role Is About:
We’re looking for a proactive, resourceful Marketing Virtual Assistant for a property management client of ours. You'll help with general admin tasks as they arise which will include help with growing our national speaking platforms and managing  tasks across our business & volunteer ecosystem—including rental property oversight, nonprofit work, and public speaking coordination. 

Your Main Responsibilities:

• Pitch us as speakers/trainers. 
• Make outreach calls and follow-ups to secure paid speaking gigs. 
• Manage admin and research as investors seeking the next project, or identify and help secure jobs for our speaking brand. 
• Help us stay focused and productive across multiple high-priority projects using HubSpot & Kajabi as foundational tools, too.

Core Responsibilities :

Speaker Outreach & Lead Generation:
• Research aligned speaking opportunities: conferences, CE classes, universities, nonprofits, corporate events. 
• Build prospect lists of decision-makers (e.g. education directors, event planners). 
• Make outbound calls to introduce company as speakers (script provided). 
• Confirm RFP/call-for-speakers deadlines, conference themes, and contact info. 
• Manage CRM records in HubSpot (track follow-ups, status, dates). 
• Manage Kajabi for Tracey 
• Submit proposals, speaker packets, one-pagers, and book follow-up meetings. 
• Non-profit startup assistance 

General Administrative Tasks:
• Manage calendar invites, confirmations, and inbox correspondence. 
• Organize Google Drive/Dropbox folders, files, headshots, bios, and reports. 
• Coordinate tasks across nonprofit, speaking, and real estate verticals, as assigned. 
• Support Tracey with 10 hours/week on projects assigned separately & Stacey with 30 hours a week. 
• Manage phone calls (make & return), as needed. 
• Manage email correspondence. 

Real Estate/Property Support:
• Input/update tenant information in property management system. 
• Track rent receipts, maintenance requests, rehab projects in spreadsheets. 
• Follow up with Branson, MO property managers and vendors. 
• Monitor Housing Authority (HAKC) lease renewals and rent increase processes. 
• Research potential property acquisitions based on target criteria. 

Platforms & Tools:
• HubSpot CRM – Lead tracking, contact management, etc. 
• Canva – Create one-sheets, flyers, proposals & other assets. 
• Kajabi – Speaker content uploads, email automations & other functions. 
• Google Workspace – Drive, Docs, Sheets, Calendar  
• Microsoft Word & Excel – Docs, reports, and tracking templates. 
• Social Media Posting – YouTube, LinkedIn, TikTok, Instagram, and X, Hootsuite, (posting only) as necessary. 

What We’re Looking For:

• Excellent written and spoken English (confident phone voice). 
• Organized, detail-oriented, and proactive. 
• Confident using HubSpot & Kajabi. 
• Familiar with Canva and content formatting tools. 
• Strong research skills—can find names, emails, phone numbers fast. 
• Able to manage shifting priorities and project overlap. 
• Exceptional follow up & project completion skills 

Bonus:
• Experience in real estate, association events, or nonprofit operations. 
• Previous experience doing cold outreach or sales. 
• Familiar with speaker marketing, CE coordination, or grant research. 

Nice to Haves:
• Self-starter: takes initiative and figures things out independently. 
• Clear communicator who keeps projects moving forward. 
• Comfortable with structured and unstructured work. 
• Excited to help build something big—and grow our businesses. 
• Thrives in a high-energy, purpose-driven environment. 

Technical Requirements:

• Internet speed minimum 30mbps: Needs to be Wired (Buy a dongle if no LAN port)
• i5 11th Gen or higher
• Windows 11 / 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)

Why You’ll Love Working with Us: 

• Competitive Salary — We offer a competitive salary that reflects the candidate’s experience, skills, and responsibilities.
• Remote Work — This role is 100% remote, allowing flexibility and eliminating daily commute.
• Paid Time Off — Standard leave entitlements (vacation, sick leave, vacation leave) for rest and well-being.
• HMO Coverage — Company-provided HMO plan, offering access to medical services via accredited hospitals and clinics under a Health Maintenance Organization. This helps ensure employees have access to routine checkups, consultations, and coverage for medical care.