About Us
Sway is a boutique luxury short-term rental management company based in Scottsdale, managing premium vacation properties across the Scottsdale and Phoenix area. We're known for high-touch service, attention to detail, and taking exceptional care of both our homeowners and their guests. Vacation rentals are a fast-paced, around-the-clock business, and we're growing, which is why we're looking for a sharp, capable right-hand person to help run the operation.
The Role
We're hiring an Executive Assistant & Operations Coordinator to work directly with our founder and become a key player in day-to-day operations. This is not a task-taker role. We're looking for someone who learns the business quickly, sees what needs to happen, and makes it happen, the kind of person who, once trained, doesn't wait to be told. You'll wear several hats: executive support, operations and vendor coordination, light bookkeeping, compliance, brand presence, and front-line guest response, and you'll have the runway to grow into more responsibility as Sway expands.
Vacation rentals don't pause. When a guest issue comes in, a lockout, a broken AC, a wifi problem, a complaint, it has to be handled now, not later. We need someone who can drop what they're doing, take ownership of the situation, and see it through to resolution. If you're the type who needs a quiet, predictable workday, this isn't the role for you. If you thrive on solving problems in real time and feel good about handling guest expectations with care and professionalism, you'll love this job.
This is a new position at Sway, which means we're going to figure parts of it out together as we go. The responsibilities reflect what we know we need help with today, but the shape of the role will evolve based on what's working, what you're great at, and where the business is growing. If you like ambiguity and the chance to help build something rather than step into a fully-defined seat, this is for you. If you need a tightly-scoped role with everything spelled out on day one, this probably isn't the right fit.
This is a full-time, hybrid role based out of our Scottsdale office.
What You'll Do
- Serve as the founder's right hand, managing schedules, communications, follow-ups, and priorities so nothing slips
- Schedule and coordinate maintenance and repair work across our property portfolio (cleaning, handyman, HVAC, pool, landscaping)
- Own the vendor relationship: track open work orders, confirm pricing and scheduling, follow up until jobs are closed out
- Respond to guest issues in real time when something goes wrong at a property, you jump on it immediately, coordinate the fix, and make sure the guest is satisfied.
- Own company expense tracking and bill pay: process vendor invoices, schedule and pay bills, reconcile expenses, manage receipts, and keep the books accurate and current in coordination with our accountant
- Manage short-term rental licensing and compliance, applications, renewals, and keeping documentation organized and current
- Assist with pricing optimization across the portfolio, using our dynamic pricing software to monitor rates, adjust for seasonality and events, and help maximize revenue for each property
- Build SOPs as we go: as you take on new responsibilities, document the process, refine it, and turn it into a clear standard operating procedure so the work is repeatable, trainable, and not stuck in anyone's head
- Help create and schedule social media content for Sway's Instagram and other channels
- Handle administrative work end-to-end: data entry, document organization, filing, recordkeeping
- Support owner and guest communications with professionalism and warmth
- Help build and improve our internal processes, we'd rather you spot a better way to do something than just keep doing it the old way
- Respond to time-sensitive property and guest matters during business hours and a defined weekend rotation
- Take ownership of recurring workflows so the founder can focus on growth
What We're Looking For
- 2+ years in executive assistant, administrative, operations, or coordinator roles
- A self-starter who takes initiative once trained, comfortable making decisions and moving things forward without constant direction
- Highly organized with a real system (not just memory) for tracking commitments and deadlines
- Excellent written and verbal communication, professional with owners, firm but kind with vendors
- Comfortable with technology: Google Workspace, scheduling tools, and willingness to learn property management software.
- Calm under pressure, good at triaging competing priorities
- Trustworthy and dependable in a hybrid setting, we care about results, not hours logged
- Available for a Monday–Friday schedule with weekend coverage on rotation
Bonus Points
- Experience in property management, hospitality, real estate, or short-term rentals
- Background supporting a founder, executive, or small-business owner
Schedule & Compensation
- Full-time, 40 hours per week
- Hybrid: 3–4 days per week in our Scottsdale office, remainder remote
- Weekend rotation for time-sensitive matters
- Salary: $53,000–$58,000 per year, depending on experience
- Health insurance: Sway contributes 50% toward your monthly premium
- Paid time off, paid holidays
Pay: $53,000.00 - $58,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
Work Location: Hybrid remote in Scottsdale, AZ 85260
