Job Description

Job Description

Job Title: Office Manager / Executive & Personal Assistant
Location: Onsite - South Bay
Industry: Property Management / Real Estate
Schedule: Monday-Friday, 8:00 a.m. - 5:00 p.m.
Salary: 65k-80k

Position Overview

A well-established property management and real estate investment firm based in the South is seeking an organized, proactive, and personable Office Manager / Executive & Personal Assistant to oversee daily office operations while providing light personal support.
This is a highly visible, front-facing role that combines office management, administrative coordination, and executive support. The ideal candidate will be a polished professional with excellent judgment, discretion, and the ability to keep both business and personal affairs running smoothly.

Key Responsibilities

Office Administration (Primary Focus)

• Oversee front office operations, including visitor reception, vendor management, and supply ordering
• Manage calendars, coordinate meetings, and handle correspondence for company leadership
• Prepare agendas, take meeting minutes, and track follow-up items
• Coordinate internal office events, holiday décor, and staff appreciation activities
• Support accounting and property management teams with administrative tasks, document organization, and light bookkeeping
• Maintain filing systems (digital and physical) and assist with invoice tracking or expense coding in QuickBooks
• Serve as the central point of contact for vendors, maintenance, and building management needs

Executive & Personal Assistant Support

• Arrange travel itineraries, accommodations, and reservations for the owner and family as needed
• Coordinate property maintenance schedules with the house manager in Montana
• Handle personal scheduling, reservations, and light household coordination
• Assist with vendor communication and contractor scheduling for personal properties
• Support expense tracking, bill payment, and light personal correspondence as requested

Requirements

Must-Haves:

• 5+ years of administrative, office management, or executive assistant experience
• Strong organizational skills with the ability to manage competing priorities
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word)
• Proven discretion, professionalism, and confidentiality
• Willingness to support both professional and personal administrative tasks
  

Preferred:

• Experience in real estate or property management
• Familiarity with QuickBooks or light accounting support
• California Notary Public certification (or willingness to obtain - company will cover cost)
• Tech-savvy and comfortable learning new software or AI tools for workflow optimization
• Bachelor's degree preferred but not required

Job Tags

For contractors, Work at office, Monday to Friday,

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