Business Administrator, Secretary, Executive Assistant

PLEASE READ THE FULL JOB DESCRIPTION BEFORE APPLYING.

This is a full-time, long-term career opportunity — not a temporary freelance project or side job.

Before applying, please make sure you can meet all of the following requirements:

• Work U.S. Pacific Time business hours on a consistent basis
• Be available for occasional weekend work and reasonable on-call support
• Commit to a full-time position and long-term professional career growth
• Communicate professionally in English by phone, video, email, and messaging
• Have a genuine interest in hospitality, travel, business, and/or commercial real estate

If you are looking only for short-term freelance work or cannot consistently work U.S. Pacific Time hours, please do not apply.

🌍 Remote Executive Assistant — Hospitality & Commercial Real Estate

We are seeking a highly organized, intelligent, tech-savvy, and proactive Remote Executive Assistant to support a U.S.-based hotel executive, hotel ownership group, and commercial real estate business.

This is a hands-on position involving hotel operations, real estate, administration, technology, vendor coordination, research, marketing, financial reporting, and special projects.

We are looking for someone who does more than simply complete assigned tasks. The right candidate should be able to anticipate needs, follow up without being reminded, identify problems, research solutions, and help keep multiple projects moving forward.

This position has significant potential for increased responsibility, compensation, bonuses, and career advancement for a high performer.

💼 Position Details

• Fully remote
• Full-time
• U.S. Pacific Time working schedule
• Some weekend and on-call availability required
• Compensation: 80,000−100,000+ UAH per month depending on experience and performance
• Additional performance-based bonuses
• Opportunities for increased compensation and responsibility
• Potential future business travel, including possible travel to the United States

The first month will be a paid introductory and training period at 20,000 UAH per week. This period will allow both sides to evaluate performance, communication, reliability, work style, and long-term fit.

🛠️ Responsibilities

Executive & Administrative Support

• Manage email correspondence and assist with inbox organization and follow-up
• Manage calendars, appointments, reminders, and scheduling
• Maintain organized contact lists, files, records, and business information
• Track outstanding tasks and proactively follow up with employees, vendors, and business partners
• Assist with travel planning, reservations, itineraries, and logistics

Meetings & Communication

• Coordinate Zoom, Teams, and other online meetings
• Attend meetings when requested
• Take clear and detailed meeting notes
• Create action-item lists and follow up to ensure assignments are completed
• Communicate professionally with hotel managers, employees, vendors, clients, and business partners

Documents & Reporting

• Draft, edit, proofread, and format professional documents
• Prepare reports, spreadsheets, presentations, agreements, and business correspondence
• Organize business records and maintain structured digital filing systems
• Assist with collecting and organizing financial statements, invoices, reports, contracts, and other documentation

Hotel & Business Operations

• Assist with projects involving multiple hotel properties
• Communicate with hotel general managers and vendors
• Research vendors, products, pricing, contracts, and business opportunities
• Assist with tracking operational projects and deadlines
• Help identify opportunities to reduce expenses and improve operations
• Support corporate sales, hotel marketing, and business-development initiatives

Commercial Real Estate Support

• Assist with research related to hotels and commercial real estate
• Prepare property information, market research, spreadsheets, and marketing materials
• Organize prospect and client information
• Assist with follow-up and database management

Marketing & Content

• Assist with digital marketing initiatives
• Support SEO and website projects
• Help prepare marketing materials and presentations
• Work with Adobe InDesign and other design tools when required
• Assist with research and content development

Technology & AI

• Learn and use new technology quickly
• Help implement AI tools and automation into everyday business operations
• Use AI responsibly for research, organization, document preparation, analysis, and productivity
• Troubleshoot basic technology and software issues
• Continuously look for ways to improve efficiency through technology

✅ Required Qualifications

English

• Excellent written and spoken English is essential
• Must be comfortable speaking with U.S.-based employees, vendors, and clients by phone and video
• Strong business-writing skills are required

Experience

• 5+ years of professional experience in an Executive Assistant, Administrative Assistant, Operations, Project Coordination, or similar role
• Experience supporting executives or business owners is strongly preferred

Education

• University degree or other higher education required

Technology

• Strong Microsoft Office skills
• Advanced or very strong Microsoft Excel skills
• Strong Microsoft Outlook skills
• Comfortable learning new software and online platforms
• Experience using modern AI tools
• Adobe InDesign experience is preferred

Organization

• Exceptional attention to detail
• Strong follow-through
• Ability to manage many projects simultaneously
• Ability to prioritize urgent versus non-urgent work
• Ability to work independently without constant supervision
• Comfortable working in a fast-moving environment where priorities can change

Work Ethic

• Dependable and punctual
• Proactive rather than reactive
• Resourceful and capable of researching solutions independently
• Comfortable taking ownership of assignments
• Willing to ask questions when necessary but also capable of solving problems independently
• Strong sense of accountability
• Interested in continuously learning and improving

🌟 Preferred Background

Candidates with any of the following experience will receive additional consideration:

• Hotel or hospitality industry
• Commercial real estate
• Executive support
• Property management
• Accounting or financial reporting
• Digital marketing or SEO
• Vendor management
• Project management
• International business
• Travel industry

A genuine interest in hotels, travel, hospitality, real estate, technology, and business is highly desirable.

🚀 Career Growth

We are specifically looking for someone who wants to grow with the company.

A successful candidate may gradually take responsibility for larger projects, hotel operations support, vendor management, reporting, marketing initiatives, real estate projects, and other areas of the business.

Exceptional performance will be recognized through increased compensation, bonuses, additional responsibility, and advancement opportunities.

📧 How to Apply

Please submit:

1. Your CV in English
2. A brief introduction about yourself in English
3. A short explanation of why you are interested in this position
4. Confirmation that you are able to consistently work U.S. Pacific Time hours

IMPORTANT APPLICATION INSTRUCTION:

Your CV must include the following statement:

«Applying for Remote Job # XXX»

Replace XXX with the correct answer to:

525 + 218

Applications that do not follow this instruction may not be reviewed.

We are looking for a dependable, intelligent, efficient, and proactive professional who wants to become an important long-term member of our team and build a career within a growing U.S. hospitality and real estate business.