Virtual Assistant

Position Summary The Virtual Assistant will provide administrative, operational, financial tracking, and coordination support for a healthcare real estate investment and development company. This role is ideal for someone highly organized, proactive, detail-oriented, and comfortable supporting a mix of executive assistant tasks, document management, stakeholder coordination, Excel tracking, and real estate-related administrative support. The successful candidate will help coordinate schedules, organize documents, track reports, maintain spreadsheets, monitor key financial and operational items, and communicate professionally with internal and external stakeholders. Job Details Work Setup: Work from home Schedule: Monday to Friday, 8:00 AM to 5:00 PM Eastern Time Holidays: Philippine holidays, subject to client confirmation

Responsibilities

Administrative and Executive Support

• Coordinate meetings, calendars, and schedules with internal and external stakeholders
• Coordinate with engineers, vendors, contractors, and on-site contacts for property visits and related activities
• Assist with recurring reminders, follow-ups, and task tracking
• Support day-to-day administrative tasks as assigned

Financial and Operational Support

• Monitor bank accounts and checking accounts as permitted
• Help verify rent collections, bills, invoices, and vendor payments
• Track expenses and organize financial information into company reporting formats
• Maintain reimbursement trackers and assist with submitting reimbursements for processing
• Maintain spreadsheets for distributions, expenses, projects, and other recurring reports
• Assist with gathering, organizing, and saving reports from various parties
• Prepare and organize supporting documents for capital partners, banks, investors, and other stakeholders
• Be willing to learn basic underwriting preparation and financial organization tasks

Real Estate and Construction Coordination

• Gather and organize property information for acquisitions, projects, and ongoing business needs
• Help schedule building inspections, site visits, property tours, and construction related activities
• Track project tasks, pending items, deadlines, and follow-ups
• Support documentation and reporting for ongoing real estate projects

Investor Relations and Communications Support

• Draft and send professional emails to investors, partners, vendors, and other stakeholders
• Prepare reports, documents, and supporting materials for investor or partner communications
• Coordinate recurring meetings with capital partners and other external parties
• Confirm attendance, maintain schedules, and track follow through on meeting related items
• Send distribution notices and maintain related tracking files or spreadsheets

Organization and Document Management

• Organize and maintain shared drives, company folders, and document repositories
• Improve file structure and document management processes
• Save documents in the appropriate folders and ensure records are easy to locate
• Keep operational, financial, and project information organized, accurate, and updated
• Maintain confidentiality when handling financial, banking, investor, and company information

Qualifications

• At least 3 years of experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, Operations Assistant, or similar role
• Strong written and verbal English communication skills
• Strong organizational skills with the ability to manage multiple tasks and follow-ups
• High attention to detail and strong follow-through
• Proficient in Microsoft Excel, including maintaining trackers, organizing data, and working with spreadsheets
• Comfortable communicating with internal team members, vendors, partners, and other external stakeholders
• Able to work independently with minimal supervision
• Proactive, reliable, and able to solve problems resourcefully
• Comfortable handling confidential financial and business information
• Professional and comfortable joining video calls when needed
• Looking for a long-term opportunity and willing to grow with the role

Nice to Haves

• Experience supporting a real estate, construction, property management, investment, finance, or asset management company
• Familiarity with real estate terminology, property documents, rent tracking, invoices, vendor coordination, or investor reporting
• Experience coordinating with engineers, contractors, vendors, or other property-related stakeholders
• Experience organizing shared drives, folders, and document management systems
• Ability to interpret spreadsheets and create simple tracking or reporting files
• Basic exposure to underwriting, financial reporting, or investment-related documentation

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