Scale Virtually VA

Executive Assistant

• Manage property listings across rental platforms, including updating pricing, availability, photos, and descriptions.
• Respond promptly to tenant inquiries and coordinate property showings.
• Process rental applications and assist with tenant screening and lease preparation.
• Coordinate move-ins, move-outs, inspections, and onboarding documentation.
• Track rent payments, send payment reminders, and maintain accurate financial records.
• Coordinate maintenance requests with tenants and vendors and monitor repairs through completion.
• Track lease renewals, notices, and important property deadlines.
• Maintain accurate records across CRM systems, email, and property management platforms.
• Coordinate utility setup, transfers, and account updates during tenant transitions.
• Assist with rental market research and pricing recommendations.

Property Management Virtual Assistant, Spanish-Speaking

Operations

• Take operational pressure off the owners by owning the day-to-day execution of rental property operations
• Manage multiple active properties, communication channels, and deadlines simultaneously
• Ensure listings stay active and competitively priced
• Track rent payments and resolve maintenance requests without constant follow-up from ownership
• Coordinate communication with tenants and vendors across multiple platforms
• Organize and maintain records of operations and communications effectively

Spanish-Speaking Property Management Operations VA

• Act as the first operational filter for incoming requests, opportunities, decisions, and interruptions before they reach the CEO.
• When new requests enter the CEO's inbox, calendar, or communication channels:
• - Determine whether the CEO must be involved
• - Identify items that can be delegated
• - Flag items that should be postponed
• - Recommend items that should be declined
• - Protect executive focus by preventing unnecessary involvement
• When priorities conflict, surface recommendations instead of simply presenting problems.
• Project Execution When the CEO introduces a new initiative, partnership, idea, or strategic priority:
• - Convert it into a documented execution plan
• - Define objectives and desired outcomes
• - Assign ownership
• - Establish timelines and milestones
• - Define success metrics
• - Determine immediate next actions
• Maintain visibility from project launch through completion.
• Follow up proactively when deadlines slip, ownership becomes unclear, or momentum stalls.
• Meeting Management Before executive and leadership meetings:
• - Prepare briefing documents
• - Gather relevant background information
• - Identify risks and unresolved decisions
• - Present recommended actions
• During meetings:
• - Capture decisions in real time
• - Document commitments and ownership
• - Record action items requiring follow-through
• After meetings:
• - Distribute action items
• - Confirm ownership
• - Track completion
• - Follow up until commitments are executed
• If decisions are made without clear owners, resolve the ambiguity immediately.
• Leadership Accountability Maintain a single source of truth for active initiatives.
• Track:
• - Deliverables
• - Deadlines
• - Risks
• - Escalations
• - Bottlenecks
• - Ownership
• Provide weekly executive reporting that highlights:
• - Progress
• - Risks
• - Missed commitments
• - Decisions requiring executive input
• Escalate execution risks before they become operational problems.
• Communication Management Draft and manage:
• - Leadership updates
• - Internal communications
• - Meeting summaries
• - Follow-up messages
• - Strategic announcements
• Translate CEO direction into communication that teams can execute without requiring repeated clarification.
• Decision Tracking Maintain a CEO Decision Log.
• For every significant decision:
• - Document the decision
• - Capture why it was made
• - Record ownership
• - Track execution status
• Prevent repeated discussions caused by missing documentation or unclear accountability.
• Organizational Clarity Identify situations where:
• - Ownership is unclear
• - Multiple leaders believe they own the same initiative
• - Priorities compete for the same resources
• - Teams are overcommitted
• - Strategic direction is being interpreted differently across departments
• Escalate issues with recommended solutions rather than observations alone.

Executive Operations Partner – CEO Office

Backend Engineer

• Build and ship multi-agent orchestrator systems using Claude Code / agent frameworks
• Design agent roles, workflows, and memory structures for real business operations
• Implement coordination logic between agents (task delegation, state passing, retries)
• Ensure systems are production-ready (not demos or notebooks)
• Continuously refine agent behavior based on real-world execution outcomes
• Convert business workflows into automated AI-driven pipelines
• Build standalone agent SDKs and reusable automation modules
• Design systems that execute multi-step business processes without human intervention
• Ensure workflows are reliable, observable, and maintainable in production environments
• Optimize for failure recovery, not just successful execution paths
• Design and implement PostgreSQL schemas for agent systems and workflows
• Build Supabase-backed applications powering AI agents and automations
• Ensure data integrity across multi-agent operations
• Structure databases for real-time agent execution and state tracking
• Debug and optimize backend performance when workflows break
• Build and maintain production API integrations across business tools
• Connect AI agents to external systems (CRMs, property tools, communication tools)
• Handle authentication, rate limits, retries, and failure states
• Ensure integrations are stable and production-safe, not experimental scripts
• Debug end-to-end system flows when integrations fail
• Take systems from architecture → build → deployment → production use
• Package AI systems into usable tools or SDK-like deliverables
• Ensure systems are deployable, maintainable, and configurable
• Write clean, production-grade code (not prototypes or notebooks)
• Maintain and improve systems after deployment based on real usage
• Identify missing requirements without being told
• Break down ambiguous system requests into buildable components
• Choose implementation paths independently
• Debug production issues without escalation dependency
• Maintain momentum without waiting for structured assignments

Property Management Virtual Assistant, Spanish-Speaking

Spanish-Speaking Property Management Operations VA

Executive Operations Partner – CEO Office

AI Systems Builder – Multi-Agent Orchestration, Backend Automation