Running a property management business is no easy task. From handling tenant issues to coordinating repairs and managing documents, the day-to-day responsibilities can pile up quickly. That’s why more property managers are turning to a skilled executive assistant to help lighten the load. But for this support to be effective, you’ll need to provide clear guidance, training, and structure tailored specifically to the needs of the property management industry.

Whether you’re working with a local hire or a virtual assistant, the following guidelines will help your executive assistant perform at their best—boosting your productivity and keeping your operations running smoothly.

Don’t assume your executive assistant will instinctively know what’s expected of them. Define the scope of their responsibilities clearly from day one. Their role might include:

• Managing appointments for property showings or inspections
• Preparing lease agreements and renewal paperwork
• Coordinating with tenants and service providers
• Responding to general inquiries via phone or email

The more specific you are about the tasks and outcomes expected, the more effectively they can support your property management business.

To help your executive assistant work independently and efficiently, grant them access to essential tools. This might include:

• Property management platforms like AppFolio, Buildium, or Rentec Direct
• Shared cloud folders (Google Drive, Dropbox) for file organization
• Communication tools like Slack or Zoom
• Scheduling apps like Calendly for booking viewings or calls

If you’re hiring a remote executive assistant, onboarding them to your digital ecosystem ensures they can seamlessly collaborate and stay productive.

In many cases, your executive assistant will serve as the first line of communication with tenants, vendors, and even potential clients. Make sure they understand your expectations for tone, response time, and communication etiquette. You should:

• Provide template responses for common tenant queries
• Set up an email structure for replying to service requests
• Use tools like Slack or Asana to maintain visibility on tasks

Solid communication guidelines help your assistant maintain professionalism and consistency in every interaction, representing your property management brand well.

A key to consistent operations is documentation. Even experienced executive assistants can’t read your mind—so create simple step-by-step guides for recurring tasks. Examples might include:

• Tenant move-in/move-out checklist
• Lease renewal process
• Emergency maintenance protocol
• Vendor scheduling and invoicing

Having these workflows documented gives your assistant something to reference and ensures they handle each task the same way every time.

In the world of property management, not all tasks are equal. Some—like emergency repairs or tenant disputes—need immediate attention, while others—like filing paperwork—can wait a day or two. Help your assistant build a task prioritization system:

• Use tools like Trello or Notion to categorize urgent vs. non-urgent items
• Color-code tasks in your shared calendar or task list
• Hold weekly planning meetings to align on what matters most

This allows your assistant to take initiative without constantly checking in for direction.

While your executive assistant may not be an accountant, they can still support essential financial tasks such as:

• Logging rent payments
• Sending reminders for overdue balances
• Assisting with invoice tracking
• Preparing monthly expense summaries

This is especially useful when paired with property management services or online tools that automate reporting. With the right checks and balances, your assistant can support your bottom line while helping to grow your business.

Maintenance and repairs are a big part of property management, and your assistant can play a vital role here. Teach them how to:

• Maintain a vendor database with updated contact info
• Schedule services and confirm appointments
• Follow up on completed work and request feedback
• Track vendor invoices and payments

Delegating these responsibilities ensures nothing falls through the cracks—without pulling you away from higher-level strategy or business development.

Tenants are the heart of your property management business, so excellent communication and responsiveness are key. Train your executive assistant to:

• Handle common tenant concerns diplomatically
• Log every communication for compliance and record-keeping
• De-escalate problems before they reach your desk
• Send out mass communications like newsletters or maintenance notices

When your EA becomes a trusted point of contact, tenants feel heard and supported—leading to stronger retention and fewer complaints.

Privacy and data protection should never be overlooked. Whether your assistant is local or a virtual assistant, implement systems to safeguard confidential information:

• Use password managers like LastPass or 1Password
• Enable two-factor authentication on sensitive accounts
• Limit access to personal tenant data unless necessary
• Have them sign confidentiality and data security agreements

Security is particularly crucial if you’re dealing with lease agreements, payment information, or maintenance records.

To ensure your executive assistant stays aligned with your business goals, conduct regular performance reviews. Discuss:

• Task completion rates
• Quality of communication
• Time management
• Suggestions for workflow improvements

You can also track basic KPIs like lease renewals completed, response time to tenant emails, or vendor turnaround times. This keeps both of you aligned and offers room for professional growth.

Property regulations, software tools, and industry best practices are constantly evolving. Keep your assistant sharp with regular training in areas like:

• State-specific landlord-tenant laws
• New features in your property management platform
• Best practices in email and phone etiquette
• Administrative efficiency strategies

You can also enroll them in webinars or share relevant content from your network or professional associations. Continued learning keeps their skills sharp and your business compliant.

Finally, one of the most valuable traits in a top-performing executive assistant is the ability to think ahead. Encourage them to:

• Proactively flag potential issues before they become problems
• Suggest ways to streamline repetitive tasks
• Take initiative in daily decision-making
• Offer feedback on current systems and workflows

This mindset will help your assistant evolve from a task-taker to a trusted partner who adds strategic value to your operation.

With the right training, tools, and support, your executive assistant can become an indispensable part of your property management team. They’ll not only help you stay organized and efficient, but also provide essential support in communication, compliance, and operations.

Whether you’re working with a local hire or a virtual assistant, treating them like a true member of your team—rather than just a task doer—can unlock serious ROI. And if you’re using property management services or working with a remote executive assistant, having clear guidelines is even more critical.