Executive/personal assistant

Virtual Executive & Personal Assistant / Social Media CoordinatorJob Type: Full-TimeLocation: RemoteWork Hours: Monday–Friday, 9:00 AM–5:00 PM Pacific TimeWe are looking for a highly organized, proactive, resourceful, and dependable Virtual Executive & Personal Assistant / Social Media Coordinator to support two entrepreneurs who own and operate several businesses, including real estate, property management, home staging, real estate investing/house flipping, and hospitality.This is a long-term, full-time position for someone who enjoys variety, takes initiative, and is comfortable wearing multiple hats. You will assist with business operations, scheduling, basic accounting, social media, and personal administrative needs.We are looking for someone who doesn't just wait to be told what to do. We value someone who notices what needs attention, follows through, solves problems, and continually looks for ways to make things run more efficiently.Executive & Administrative Support- Manage business calendars, appointments, and scheduling- Coordinate meetings, appointments, and business activities- Organize projects and track tasks, deadlines, and follow-ups- Draft and respond to emails and other correspondence- Conduct online research and summarize findings- Communicate and coordinate with clients, vendors, contractors, and service providers- Create, edit, and organize documents and spreadsheets- Organize digital files and business information- Follow up on outstanding items and help keep projects moving forward- Assist with preparing and sending documents through DocuSign- Develop, implement, and maintain systems and processes that improve organization, efficiency, and productivity across our businesses- Assist with other administrative and operational needs as they ariseBasic Accounting & QuickBooks- Perform basic bookkeeping and accounting tasks using QuickBooks- Enter and categorize transactions- Reconcile bank and credit card accounts- Create and send invoices- Track payments and outstanding items- Assist with accounts payable and accounts receivable- Maintain organized financial records- Gather information and reports as needed for our CPA and tax preparationQuickBooks experience is required.Personal Administrative SupportThis position will also assist us remotely with various aspects of our personal and family lives.Responsibilities may include:- Schedule personal appointments and manage calendars- Research products, services, purchases, and other personal needs- Make reservations and assist with planning- Help organize personal projects and events- Track important dates, reminders, and recurring tasks- Coordinate with household vendors and service providers- Research and compare options to help us make informed decisions- Handle a variety of other personal administrative tasks as neededSocial Media & Marketing- Help manage social media for multiple businesses- Create, organize, and schedule social media content- Design graphics using Canva or similar tools- Write engaging captions and marketing copy- Maintain a consistent content calendar- Edit short-form videos and reels- Help respond to social media inquiries, comments, and messages when appropriate- Monitor social media activity and performance- Suggest ideas for improving engagement and growing our online presence- Help maintain consistent branding across our businessesQualifications- Excellent written and verbal English communication skills- Exceptional organizational skills and attention to detail- QuickBooks experience required- DocuSign experience preferred- Experience managing business calendars and scheduling- Strong problem-solving and critical-thinking skills- Proactive and comfortable taking initiative- Able to work independently with minimal supervision- Dependable, responsive, and trustworthy- Strong follow-through and ability to keep track of multiple moving parts- Comfortable managing multiple businesses, projects, and priorities- Proficient with Google Workspace and/or Microsoft Office- Experience with Canva and social media platforms- Comfortable learning and implementing new software and technology- Comfortable using AI tools such as ChatGPT to improve productivity and efficiency- Experience supporting business owners, executives, or entrepreneurs is a plusWork Schedule & AvailabilityThis is a full-time remote position working Monday through Friday, 9:00 AM to 5:00 PM Pacific Time.Applicants must be consistently available and actively working during these hours, regardless of their physical location or time zone.Because this position involves scheduling, client and vendor communication, and day-to-day business operations, reliable availability and responsiveness during our normal business hours are important.Our Ideal CandidateYou are someone who enjoys bringing organization to a busy environment.You don't just complete a task and forget about it—you follow through, notice when something is still outstanding, and make sure it gets resolved.You are resourceful and comfortable figuring things out. If you don't know how to do something, you're willing to research it, learn it, and ask thoughtful questions when needed.You can comfortably switch between scheduling a business appointment, following up with a vendor, working in QuickBooks, preparing a DocuSign document, creating a social media post, and helping with a personal project.Most importantly, we are looking for someone we can trust and rely on who wants to become an important part of our team and grow with us over the long term. Compensation will be based on experience and qualifications. We are looking for a long-term working relationship with someone who can take on increasing responsibility as they become familiar with our businesses and the way we operate. Raises will be considered based on performance. To Apply Please submit:- Your resume- A brief introduction explaining why you would be a good fit for this position- Your hourly pay expectations- Confirmation that you are available to work 9:00 AM–5:00 PM Pacific Time, Monday through Friday- A brief description of your QuickBooks experience- Your experience with DocuSign, if applicable- Examples or links to social media content or accounts you have managed, if applicable Best, Shelly Hagen Owner | XO Staging +1 (408) 320-7118 www.xostaging.com instagram.com/xostaging/ Pay: $900.00 - $1,000.00 per month Work Location: Remote