General Administrative Assistant

About Us

We're Extenteam, a dynamic company revolutionizing the short term vacation rental industry. Our proven business model has generated consistent revenue, and we are now expanding from a professional services model to a scalable tech-based subscription-first model.

As a scaling stage startup, we aim to grow our Monthly Recurring Revenue (MRR) to double our revenue by January 2026 by providing an AI assisted SaaS platform that works for all short term rental businesses regardless of their size.

Extenteam is on a mission to streamline and support vacation rental businesses by providing top-notch solutions, including guest communication and property management support.

We generate revenue through two primary streams:

Dedicated Team Members: Providing trained overseas talent with a recurring premium model, replacing one-time recruitment fees.

Tailwind - SaaS Platform: A guest communication Software blended with our shared services team, supporting smaller operators typically with less than 50 units - helping Extenteam increase profitability while growing our product market fit and expanding TAM and service levels.

Extenteam is a small but mighty team of 50 consisting of Sales, Partner Success, Marketing, HR & Recruiting, Engineering, Product and Admin (IT, Data etc). We are spread out across the world but we have hubs in Miami, LA, Medellin, and actively expanding into Europe. Our 50 people core team is supported by 400+ DTMs (dedicated team members) that are servicing our customers.

Our Values:

Commitment to Excellence: Continuously raising the bar and setting new standards in guest communications and service delivery.

Exceptional Collaboration: Thriving in a fast-paced, high-performance environment built on clear communication and teamwork.

Unified Purpose: Aligning behind a shared mission to drive success with an intense focus. One shared consciousness.

Data-Driven Decision-Making: Prioritizing data and results over emotions when making objective, professional decisions.

Emphasis on Details: Details matter at every level. Leaders are expected to have a deep understanding of the specifics and adopt a hands-on management style.

Our Leadership Philosophy

Our company embraces a management style inspired by the ideals of "founder mode," as championed by Airbnb's Brian Chesky. This means a hands-on, visionary approach to leadership, with a relentless focus on innovation, product excellence, and customer-centric decision-making. We encourage proactive problem-solving, direct involvement in key initiatives, and a collaborative, high-performance culture.

To learn more about the "founder mode" philosophy and how it shapes our operations, you can explore this link. Understanding this mindset will provide valuable context for how we operate and what we value in our team members.

What This Role Is About:

We're looking for a proactive and resourceful General Administrative Assistant to support a property management client across a variety of administrative, coordination, and research-focused tasks. This role involves assisting with day-to-day operations, supporting organizational initiatives, and managing responsibilities across speaking engagements, rental property oversight, nonprofit activities, and internal project workflows.

This is a high-impact role where you will:

• Assist in presenting our team for speaking and training opportunities.
• Conduct outreach calls and follow-ups related to event coordination and professional engagements.
• Provide administrative and research support across upcoming projects and business activities.
• Help maintain productivity across multiple ongoing priorities using HubSpot, Kajabi, and other tools.

Your Main Responsibilities:
Outreach & Lead Support:

• Research opportunities aligned with the business such as conferences, CE classes, universities, nonprofits, and corporate events.
• Build lists of potential contacts and decision-makers (education directors, event planners, etc.).
• Make outbound calls using provided scripts and confirm important details such as deadlines, themes, and requirements.
• Maintain CRM records in HubSpot, ensuring accurate tracking of follow-ups and statuses.
• Support Kajabi management and handle submission of proposals, speaker packets, and related materials.
• Assist with nonprofit startup tasks and operational coordination.

General Administrative Tasks:

• Manage calendar invites, confirmations, and inbox correspondence.
• Organize Google Drive/Dropbox files, including folders, headshots, bios, and reports.
• Coordinate tasks across nonprofit, speaking, and real estate operations as assigned.
• Support leadership with project management (10 hours/week for Tracey, 30 hours/week for Stacey).
• Handle phone calls (outbound and inbound) and manage email communication.

Real Estate / Property Support:

• Update tenant information in the property management system.
• Track rent receipts, maintenance requests, and rehab progress in spreadsheets.
• Follow up with property managers and vendors in Branson, MO.
• Monitor Housing Authority (HAKC) renewals and rent increase processes.
• Conduct research for possible property acquisitions.

Tools & Platforms You Will Use:

• HubSpot CRM
• Canva (for one-sheets, proposals, and simple design needs)
• Kajabi
• Google Workspace (Drive, Docs, Sheets, Calendar)
• Microsoft Word & Excel
• Social media platforms for posting schedules (YouTube, LinkedIn, TikTok, Instagram, X, Hootsuite)

What We're Looking For:

• Excellent written and spoken English (professional phone communication required)
• Strong organizational skills, attention to detail, and proactive mindset
• Confident using HubSpot, Kajabi, Canva, and productivity tools
• Fast and efficient researcher (contacts, information, data)
• Strong follow-up habits and ability to complete tasks independently
• Comfortable managing shifting priorities and supporting multiple projects simultaneously

Bonus Experience:

• Background in real estate, association events, or nonprofit operations
• Cold outreach or sales experience
• Familiarity with speaker marketing, continuing education coordination, or grant research

Nice to Haves:

• Self-starter with initiative
• Clear communicator with strong follow-through
• Comfortable working with both structured and unstructured tasks
• Passionate about supporting meaningful work and business growth
• Thrives in a high-energy, purpose-driven environment

Technical Requirements:

• Internet speed minimum 30mbps: Needs to be Wired (Buy a dongle if no LAN port)
• i5 11th Gen or higher
• Windows 11 / MacOS Catalina or higher
• Minimum of 8 GB RAM
• Private and quiet dedicated home office area (no roosters, dogs, children's noises in the background)
• Back-ups in case of power or internet provider interruptions
• Good headset and webcam (preferably noise-canceling headset)

Why You'll Love Working with Us:

• Competitive Salary — We offer a competitive salary that reflects the candidate's experience, skills, and responsibilities.
• Remote Work — This role is 100% remote, allowing flexibility and eliminating daily commute.
• Paid Time Off — Standard leave entitlements (vacation, sick leave, vacation leave) for rest and well-being.
• HMO Coverage — Company-provided HMO plan, offering access to medical services via accredited hospitals and clinics under a Health Maintenance Organization. This helps ensure employees have access to routine checkups, consultations, and coverage for medical care.