Full-Time Executive Operations Assistant / Revenue & Systems Coordinator

We are looking for a highly organized, proactive, resourceful Executive Operations Assistant / Revenue & Systems Coordinator who can help us increase revenue, save time, create peace, and build systems across our personal life, real estate/rental operations, physician locums support, travel planning, business websites, funnels, automation, and future delegation. This is not a basic VA role. We are looking for someone who can eventually become a true remote right hand — someone who can help us fill rental spaces faster, support revenue-producing assets, follow up with leads, improve systems, build automations, and help make our businesses less dependent on us for every small task. We are open to hiring the best person for the job, regardless of location. Strong English communication, excellent work ethic, consistent availability, resourcefulness, discretion, and results matter most. This is a long-term role with consistent weekly work for the right person. We care about results, not busy work. What Success Looks Like Success in this role means helping us: * Increase revenue across our businesses and assets * Fill rental spaces faster * Rent out our furnished rental property, rooms, van, and travel trailer more effectively * Support a hands-off Turo vehicle search and eventual Turo operations * Help get a brand/business website completed and monetized funnels built out * Create automation and follow-up sequences that reduce manual work * Support correspondence and organization for physician locums contracts * Keep inboxes and calendars organized * Book personal appointments, travel, hotels, and timeshare stays * Follow SOPs without needing constant direction * Use AI, SaaS, automation, and delegation wisely * Build systems that still provide value even if you leave later We do not expect one person to be an expert in every area on day one. We do expect someone who is smart, resourceful, organized, coachable, and able to learn quickly. Initial Areas of Focus We will not dump everything on you at once. We will decide priorities as we go and focus on one major area at a time. Current possible priorities include: 1. Helping get our furnished rental property, rooms, van, and travel trailer rented 2. Learning and supporting Turo operations, including eventually helping with another vehicle search in a way that is as hands-off as possible for us 3. Helping get a brand/business website completed, funnels built, and automations set up before continuing heavy content posting 4. Supporting correspondence and posting for physician locums opportunities 5. Handling personal assistant tasks, appointment booking, travel planning, email, calendar, and recurring admin These areas can be learned simultaneously, but we will prioritize carefully. Key Responsibilities Real Estate, Rentals, Van & Travel Trailer Support You may help with: * Posting and refreshing rental ads * Responding to rental inquiries using approved templates/SOPs * Organizing leads and follow-ups * Tracking availability * Helping fill rooms, mid-term rentals, and long-term rental spaces faster * Supporting systems for renting the van and travel trailer * Organizing photos/media from cloud storage * Creating or improving rental inquiry SOPs * Helping coordinate vendors, cleaners, and maintenance as needed Turo Support You may help with: * Learning Turo operations * Researching profitable vehicle options * Creating a vehicle search process * Comparing Turo competitors * Creating guest messaging templates * Creating pickup/drop-off SOPs * Tracking pricing, maintenance, cleaning, guest communication, and reviews * Making the process as hands-off as possible for us Website, Funnels & Automation You may help with: * Coordinating website completion * Helping organize content, pages, links, offers, and funnel structure * Building or coordinating GoHighLevel funnels * Setting up follow-up sequences * Creating automations * Using SaaS tools to reduce manual work * Making sure each funnel has a clear monetization purpose * Helping document each system so someone else can understand it later Locums / Physician Work Support One of our largest revenue streams is physician locums work, so professional communication with recruiters and organization of opportunities is very important. You may help with: * Organizing recruiter emails and texts * Drafting professional replies for approval * Tracking locums opportunities * Posting or responding to new locums positions * Following up with recruiters * Tracking pay rate, location, dates, shifts, lodging, travel, credentialing, and next steps * Summarizing opportunities clearly * Protecting professional time, communication quality, and opportunity flow You will not accept contracts, negotiate final terms, or make major commitments without approval. Inbox & Calendar Management You may help manage: * Email organization * Labels/folders/filters * Archiving and cleanup * Drafting replies * Flagging urgent emails * Tracking follow-ups * Calendar scheduling * Appointment booking * Travel dates * Work schedule * Rental deadlines * Vendor appointments * Personal appointments * Reminder systems Important: You should not delete important emails without approved rules. Email deletion/cleanup must follow an SOP. Personal Assistant Tasks You may help book: * Hair appointments * Nail appointments * Facials * Massages * Travel * Flights * Hotels * Timeshare stays * Personal appointments * Calendar reminders and confirmations You should be comfortable calling businesses, comparing options, confirming availability, checking cancellation policies, and presenting organized recommendations. Cleaning Business Support We are slowly building out a cleaning business. You may help with: * Responding to leads * Booking clients * Following up with prospects * Creating cleaning SOPs * Organizing quote requests * Creating GoHighLevel pipelines * Setting up review requests * Supporting upsells such as deep cleaning, trash can cleaning, patio/pool area cleaning, steam cleaning, and pressure washing add-ons * Helping the business operate in a way that books more clients Social Media, Posting & Cloud Storage You may help with: * Posting content according to SOPs * Pulling approved content from cloud storage * Organizing media * Creating captions * Scheduling posts * Following brand guidelines * Doing basic edits if needed * Coordinating with someone more skilled if advanced editing is needed Social media should not require us to constantly remind you. Once SOPs are created, posts should go up consistently. Community / Meetup Support We run recurring community meetups and may need help with: * Posting weekly meetups * Messaging people in WhatsApp * Following the meetup SOP * Tracking RSVPs * Sending reminders * Updating simple templates This is considered a lower-level task, but it still needs to be done reliably. SOPs, AI, SaaS, Automation & Delegation This is one of the most important parts of the role. We are not looking for someone who only completes tasks. We are looking for someone who completes tasks while also helping build: * SOPs * Checklists * Templates * Trackers * Automations * Funnels * Follow-up sequences * AI prompts * Training documents * Loom videos * Delegation systems You should be comfortable using AI tools to work faster and smarter. You should also understand or be willing to learn SaaS tools, recurring messages, funnels, CRM pipelines, and automation. Tools we use or may use include: * GoHighLevel * Podio * Slack * WhatsApp * Cloud file storage * Google Workspace * Google Calendar * Google Sheets * Canva * Loom * AI tools such as ChatGPT, Claude, Gemini, or similar * Other automation/task/project tools as needed Resourcefulness Rule: Research First, Ask Last One of the most important expectations in this role is that you do not ask us questions that are already answered in SOPs or can reasonably be researched using AI, Google, YouTube, software help docs, past messages, coworkers, or support resources. Before asking us a question, you should check: 1. Is this answered in an SOP? 2. Is this in Slack, WhatsApp, Podio, email, calendar, Google Drive, cloud storage, or past messages? 3. Can AI help me draft, research, summarize, or troubleshoot this? 4. Can YouTube, Google, or software help docs answer this? 5. Can another team member, freelancer, vendor, or support team answer it? 6. Can I make a reasonable low-risk decision and document it? 7. Can this wait for the weekly or biweekly meeting? We prefer questions to be batched for weekly or biweekly meetings unless something is urgent, high-risk, high-dollar, reputation-sensitive, contract-related, or time-sensitive. Do not bring us raw problems. Bring us options and recommendations. Example of a good message: “I checked the SOP and past messages. I found two options. Option A is faster but costs $40 more. Option B is cheaper but may delay by one day. My recommendation is Option A because the guest arrives tomorrow. Please confirm if you agree.” Work Schedule & Accountability This is a long-term role with consistent weekly work. We expect you to be actively working during agreed business hours and focused on our tasks, systems, communication, and priorities. We use productivity/time-tracking software during work hours for accountability, transparency, training, workload management, and efficiency improvement. Performance will be evaluated based on: * Results * Quality of work * Communication * Follow-through * Productivity * Judgment * Systems built * SOPs created * Automations created * Ability to save time * Ability to support revenue-generating activities * Ability to reduce stress and create peace Time tracking is not the only measure of success, but it is one tool we use to understand focus, efficiency, and workload. Ideal Candidate You may be a great fit if you are: * Highly organized * Excellent in written English * Strong in spoken English * Comfortable with inbound and outbound calls * Proactive * Resourceful * Results-oriented * Comfortable using AI tools * Comfortable learning new software * Able to follow SOPs * Able to create SOPs * Comfortable with Slack, WhatsApp, Podio, GoHighLevel, or similar tools * Good at calendar and inbox management * Able to manage multiple workflows * Good at prioritizing * Comfortable communicating with clients, customers, vendors, recruiters, and team members * Able to work independently without being micromanaged * Willing to do both higher-level and repetitive tasks * Able to eventually delegate lower-level work to other VAs/freelancers * Honest, discreet, and professional Experience That Is Helpful You do not need to have all of these, but these are strong pluses: * Executive assistant experience * Operations assistant experience * Real estate or rental support * Airbnb / short-term rental support * Mid-term rental support * Turo support * Cleaning business support * Healthcare admin or recruiter communication * Locums support * GoHighLevel * Podio * Slack * WhatsApp * Funnel building * Automations * Email/calendar management * Travel planning * Timeshare or points travel coordination * Social media scheduling * Canva * Cloud file organization * SOP creation * Team lead or VA management experience What We Do Not Want Please do not apply if: * You need constant step-by-step direction * You ask questions before checking SOPs or researching * You are uncomfortable making phone calls * You are not comfortable with time-tracking software * You cannot work consistent agreed hours * You are not comfortable using AI tools * You dislike repetitive tasks * You only want to do social media * You do not like creating systems or documentation * You are not comfortable being held accountable for results * You disappear or communicate poorly * You are not willing to learn Application Instructions To show that you read this entire post carefully, include the word pineapple in the first line of your application. Please answer the following questions in your application or Loom video. 1. What country and city are you located in? 2. What monthly compensation are you looking for during the trial period? 3. What monthly compensation would you expect after proving yourself? 4. Are you looking for a long-term role with consistent weekly work? 5. Are you comfortable with productivity/time-tracking software during work hours? 6. Are you comfortable with inbound and outbound phone calls? 7. Describe your experience with inbox and calendar management. 8. Describe your experience with real estate, rentals, Airbnb, STR, MTR, Turo, cleaning businesses, or similar operations. 9. Describe your experience with GoHighLevel, Podio, Slack, WhatsApp, cloud storage, or similar tools. 10. Describe your experience using AI tools for work. 11. Have you created SOPs before? Give an example. 12. Have you managed or delegated work to another VA/freelancer before? 13. Describe a time you solved a problem without needing to ask your client or manager. 14. If you had too many tasks and only limited time, how would you decide what to do yourself, what to automate, what to delegate, and what to delay? 15. Why do you think you would be a strong fit for this role? Please also include a short voice recording or Loom video introducing yourself and explaining why you are interested in this position. Applications that do not follow instructions may not be reviewed.