Senior Executive Assistant

Job Description

Job Description

Are you the type of operator who naturally turns chaos into structure? Do you thrive in environments where you can manage up, think ahead, and solve problems independently without waiting for direction? If so, this may be the role for you.

This is a Senior Executive Assistant position with Stateside Residential in the Fairfax/Falls Church area, designed for a high-trust operator who serves as the founder’s day-to-day execution partner and operational gatekeeper.

This is not a traditional support role. It is a leverage role for someone who thinks in systems, owns outcomes, and brings order to fast-moving environments.

You will be responsible for protecting the founder’s time, organizing priorities, and ensuring communication, scheduling, and internal workflows operate with precision and consistency. You will be expected to anticipate needs, identify gaps, and resolve issues before escalation is required.

Success in this role means creating a structured, reliable operational environment where priorities are clear, execution is consistent, and the founder is freed from day-to-day operational friction.

This role requires strong judgment, sound decision-making, and the ability to operate with a high level of autonomy in a fast-paced business.

Compensation & Location

• Salary: $75,000 – $90,000 base
• Benefits: Health, dental, retirement savings plan
• Paid Time Off
• Growth Potential

$75,000 - $90,000 yearly

Executive Inbox Ownership

• Own and manage multiple executive inboxes (sales + property management)
• Triage, respond, delegate, or escalate communications
• Design inbox systems, rules, and automation
• Surface only decision-ready summaries to the founder
• Ensure no leads, issues, or time-sensitive items are missed

Calendar Authority & Time Protection

• Full ownership of founder calendar
• Protect high-value work blocks (especially mornings)
• Decline or reschedule non-essential meetings
• Schedule business and personal appointments
• Ensure all meetings are properly prepped and followed up

Lead Intake & CRM Execution

• Capture and enter all inbound leads into CRM
• Execute follow-up sequences and ensure no lead leakage
• Book appointments directly or route to scheduling links
• Maintain clean pipeline visibility and status tracking

Contracts & Document Workflow

• Prepare standard real estate contracts using templates
• Populate accurate data and route for e-signature
• Track execution, filing, and compliance requirements
• Escalate only edge cases requiring broker judgment
• The founder only reviews final, ready-to-sign documents

Financial & Commission Verification

• Verify commission splits using defined structures
• Reconcile brokerage payouts and flag discrepancies
• Maintain organized financial documentation for reporting

Mileage & Administrative Compliance Tracking

• Maintain accurate mileage and activity tracking systems
• Support IRS-compliant documentation for business and property management activities
• Organize records and summaries for CPA review
• Ensure tracking systems remain accurate, consistent, and easy to maintain

Receipt & Administrative Record Management

• Organize and maintain business and property-related receipts
• Ensure documentation is categorized and stored accurately
• Coordinate receipt collection across vendors, email, and statements
• Maintain CPA-ready financial documentation throughout the year

Compliance, Licensing & Insurance Oversight

• Track licenses across VA, MD, DC
• Manage continuing education requirements
• Oversee insurance policies, renewals, and documentation
• Ensure compliance deadlines are never missed

Systems, Vendors & Operations Support

• First point of contact for software, billing, and access issues
• Manage vendor relationships and troubleshooting
• Maintain subscription and tool hygiene
• Escalate only strategic or founder-level decisions

Team Leadership – Operations/Marketing Coordinator Management

• Directly manage the team’s Operations/Marketing Coordinator
• Assign tasks, set deadlines, and enforce standards
• Review and QA work before founder visibility
• Provide coaching, feedback, and performance management

Process & SOP Ownership

• Document all core workflows and processes
• Build and maintain SOPs and checklists
• Improve systems to reduce errors and dependency
• Ensure all workflows are transferable and scalable

What This Role Is Not

• Not a Chief of Staff or strategic advisory role
• Not a marketing or growth strategist
• Not a bookkeeper or financial controller
• Not an entry-level or lightly experienced administrative role
• Not a passive support position that waits for instructions
• Not a licensed decision-maker in real estate transactions

• 7+ years supporting senior executives or founders
• Bachelor’s degree required
• Strong preference for experience in real estate, legal, finance, or compliance-heavy environments
• Proven experience managing people or operational workflows
• Strong systems thinking and documentation discipline
• Close attention to detail with strong judgment
• Ability to operate independently without constant direction
• Confident in managing up and protecting priorities when needed

Stateside Residential is a top-performing real estate team affiliated with Keller Williams, operating in the DC metro area with a physical office in Falls Church VA. The team comprises five active licensed agents who serve clients across Virginia, Washington D.C., and Maryland. In 2023, Stateside Residential ranked among the top 1.5% of agents and teams in the U.S., with 78 transactions totaling over $41 million in sales volume.

Founded by former U.S. diplomat Tanya Salseth, the team focuses on investment-oriented real estate services and specializes in federal government and military clients. Tanya's extensive experience in federal government and real estate investment has been instrumental in guiding clients toward achieving their personal and financial goals.

By joining Stateside Residential, you become part of a dynamic team that values integrity, professionalism, and client satisfaction.