Executive Personal Assistant / Rental Property Manager

Description

Position Overview

This hybrid role will have 2 Focus Areas. The first is Executive Personal Assistant to support 2-3 professionals by providing high-level personal assistant services covering the areas of legal practice, active grain farming operation, and bank board duties, while also managing day-to-day operations of rental properties. The successful candidate must be highly organized, detail-oriented, and adept at multitasking across both administrative and property management functions.

Personal Assistant Responsibilities

•    Complex Scheduling & Calendar Management

              -Organize and manage complex calendars for 2 to 3 individuals, coordinating meetings and deadlines related to legal           

               files, farming operations, and bank governance

              -Arrange and confirm appointments, ensuring minimal conflicts and optimal time management for all parties involved

              -Book travel, accommodations, and logistics for meetings and conferences as needed

• Legal Administrative Support

               -Assist with legal billing cycles, including editing and maintaining prebills, updating budgetary information, submitting    

                invoices, and supporting monthly billing processes

               -Assist and work with another lead legal assistant to organize, file, and maintain legal documents and case files, ensuring 

                easy retrieval and compliance with confidentiality standards. 

               -Basic knowledge of estate planning, real estate transactions, entity formation and administration, and general agricultural 

                law is a benefit, but the candidate should expect to show interest in learning these areas of a rural legal practice over time.

                -Assist in the preparation of correspondence, reports, and presentations for legal, banking, and agricultural meetings.

                -Act as a point of contact for internal and external communications, handling emails and calls professionally.

• General Administrative Duties

               -Implement and maintain administrative procedures and systems

               -Track important deadlines and provide timely reminders.

               -Liaise with staff, clients, and vendors as needed. 

Rental Property Manager Responsibilities

• Tenant Relations & Leasing

               -Oversee day-to-day tenant communications, addressing requests and resolving issues promptly

               -Market and show vacant properties, screen prospective tenants, and assist in lease negotiations and renewals

               -Assist in the preparation and oversight of lease agreements, ensuring compliance with relevant laws and owner policies

• Rent Collection & Financial Oversight

               -Collect rents, deposit payments, and manage late payment follow-ups

               -Pay property-related bills (utilities, maintenance, taxes) and maintain accurate financial records\

               -Prepare monthly accounting reports for property owners, including income, expenses, and occupancy status

• Maintenance & Repairs

                -Coordinate and oversee repairs, maintenance, and regular property inspections to ensure properties are well maintained 

                  and compliant with safety standards

                 -Schedule and supervise contractors or vendors for routine and emergency maintenance

                  -Manage move-in and move-out processes, including property cleaning, walkthrough inspections, and security deposit  

                   assessments

• Administrative & Compliance

                   -Maintain organized records of leases, tenant communications, maintenance requests, and financial transactions

                   -Ensure compliance with local, state, and federal property regulations and fair housing laws

Requirements

Key Skills & Qualifications

• Exceptional organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Experience with calendaring systems is highly desirable.
• Proficiency in Microsoft Office Suite.
• Ability to handle sensitive and confidential information with high discretion.
• Experience in property management, tenant relations, and basic accounting/bookkeeping.
• Problem-solving skills and the ability to work independently.

This role is ideal for a proactive professional comfortable balancing the demands of executive-level personal assistance with the operational and financial responsibilities of rental property management.