Job Overview

Our client is looking for a highly proactive, detail-oriented Personal Assistant (Real Estate) to relieve daily operational burdens, eliminate friction, and establish efficient organization for the client and his family. The ideal candidate acts as a true organizational partner—not just following step-by-step direction, but actively implementing better systems and helping the client establish long-term structure. Core priorities include solving computer file clutter, managing inbox noise, navigating complex family and real estate administrative matters, and auditing healthcare expenses.

Schedule: (20 - 34 Hours per week) | Seattle, US

Responsibilities

1. Computer File & Digital Asset Organization

• File Cleanup & Restructuring: Audit, consolidate, and clean up messy local computer and cloud storage drives to eliminate duplicate files and ensure complete, reliable file organization.
• System Design: Establish intuitive folder hierarchies and standard naming conventions so documents, photos, and records are easily searchable and secure.

2. Real Estate, Family & Financial Coordination

• Residential Real Estate Support: Assist with administrative tasks and paperwork related to residential real estate transactions and property management.
• Debt & Account Audit: Organize outstanding bills and debts across multiple vendor accounts, compile records, and make phone calls to negotiate payment terms, lower rates, or clarify balances.
• Health Insurance & Claims: Act as the main coordinator for health insurance claims, medical bills, deductibles, and out-of-pocket tracking during standard business hours to resolve billing errors and avoid overpayment.

3. Email & Communication Management

• Inbox Triage & Cleanup: Declutter primary email inboxes, organize active communications, clear out trash/spam, and create structured folder systems for ongoing efficiency.
• Process Teaching: Guide the client on clear, simple frameworks to keep inboxes organized and maintain day-to-day file sanity.

4. Consumer & Household Administration

• Vendor Account Oversight: Log into utility, cable, phone, and subscription accounts to download, rename, and store monthly PDF invoices.
• Bill Pay & Disputes: Prepare monthly payments for client approval, audit credit card statements for unused subscriptions or unauthorized charges, gather proof, file disputes, and track refunds.
• Class Action & Property Tax Claims: Monitor, collect documentation for, submit, and track class-action lawsuit claims, vendor rebates, warranties, and property tax assessment appeals.

5. Information, Calendar & Task Management

• Action Item Extraction: Review raw OneNote notes, ideas, and meeting transcripts to extract tasks, assign due dates, and update a master task tracker.
• Calendar Coordination: Manage personal and family schedules, block out dedicated time, resolve conflicts, and issue calendar reminders.

Requirements

• Mastery of Digital File Organization: Proven ability to organize chaotic digital file systems, remove duplicates, and build clear folder structures.
• Real Estate & Financial Savvy: Prior experience as a Virtual Assistant in residential real estate, property management, or financial administration is strongly preferred.
• Insurance & Vendor Navigation: Experience dealing with U.S. health insurance providers, medical billing review, and vendor customer support.
• Proactive Problem Solver: Strong bias toward action—thinks linearly, solves problems independently, and takes full ownership of outcomes.
• Discretion & Integrity: High level of trustworthiness regarding confidential personal, financial, and family data.
• Technical Proficiency: Comfortable with Microsoft 365 (OneNote, Teams), Google Workspace, cloud storage drives, and online vendor portals.
• Communication: Exceptional verbal and written English skills.

Qualifications

Nice-to-Have Skills:

• AI & Automation Familiarity: A basic or working understanding of AI tools, email agents, or simple automation workflows to assist with inbox sorting or task routing.

Independent Contractor Perks

• Health Insurance Coverage for eligible locations
• Permanent work from home
• Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities:

When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.