We are looking for a Personal Executive Assistant in a high-level administrative role responsible for overseeing the operations of multiple real estate properties and non-real estate enterprises (e.g., distribution companies) across various LLCs. This position demands strategic decision-making, independent judgment, and adept coordination of property management, business operations, and select personal support tasks to ensure the seamless execution of the owner’s diverse portfolio of businesses. Additionally, the role may encompass providing discreet assistance with personal responsibilities, including supporting family needs such as childcare, pet care, and managing personal errands with care and professionalism.
. Real Estate Property Management Oversight:
- Manage day-to-day operations of residential and/or commercial properties across multiple LLCs, ensuring compliance with local, state and federal laws
- Negotiate and administer lease agreements, including setting terms, reviewing tenant applications, and enforcing lease conditions with independent judgment.
- Oversee rent collection processes, developing strategies to ensure timely payments, addressing delinquencies, and managing escrow accounts (e.g., deciding when to initiate late fees or legal action).
- Coordinate property maintenance and improvements by selecting, negotiating with, and supervising contractors, ensuring cost-effective solutions and adherence to budgets.
- Develop and monitor property budgets, allocating funds for repairs, upgrades, and operational expenses
- Conduct regular property inspections to assess conditions, prioritize improvements, and ensure compliance with Miami-Dade County safety and habitability standards.
- Respond to on-site emergencies (e.g., major maintenance issues, tenant disputes) as needed
Non-Real Estate Business Management (e.g., Distribution Companies):
- Oversee operational aspects of the owner’s distribution companies, including coordinating logistics, vendor and customer relationships, and supply chain processes to ensure efficiency.
- Negotiate contracts with suppliers, distributors, or service providers, exercising discretion to optimize costs and terms for the distribution businesses.
- Monitor financial performance of non-real estate LLCs, preparing reports (e.g., profit-and-loss statements, expense reconciliations) and recommending strategies to improve profitability.
- Develop and implement operational policies for distribution companies, such as inventory management protocols or delivery schedules, to enhance productivity.
- Liaise with key stakeholders (e.g., clients, warehouse managers) to resolve issues and ensure smooth operations, with authority to make on-the-spot decisions.
Cross-LLC Business Coordination
- Act as the primary point of contact for all LLCs (real estate and non-real estate), coordinating operations between entities to ensure seamless management of the owner’s portfolio.
- Prepare consolidated financial and operational reports across LLCs, presenting recommendations to optimize performance and allocate resources.
- Streamline communication between real estate and distribution operations, aligning goals and resolving conflicts.
Personal Assistance Duties
- Provide limited personal support to the owner, such as:
- Coordinating personal appointments or travel arrangements, requiring discretion in prioritizing schedules and managing confidential information.
- Managing household vendor relationships (e.g., cleaners, landscapers) for the owner’s personal residence, negotiating terms and overseeing quality.
- Performing occasional errands (e.g., picking up documents or supplies) directly related to business operations.
- Personal tasks are secondary and designed to support the owner’s ability to focus on business oversight, requiring independent judgment in execution.
If this sounds like you, we would love to hear from you. Please send over your resume.