Executive Assistant

Executive Operations CoordinatorWe are seeking a high-performing Executive Operations Coordinator to become a key operational partner to the CEO, CFO, and COO of a growing real estate organization. This is not a traditional Executive Assistant role. We are looking for someone exceptionally organized, proactive, resourceful, and calm under pressure—someone who can identify problems, create structure, and keep important work moving without step-by-step direction. You will help keep the corporate side of a growing property portfolio organized, current, and accountable. You will manage executive follow-through, support employee onboarding and offboarding, maintain records and reports, coordinate systems and vendors, and make sure the right people have the information, access, and support they need to operate effectively. What you will own
• Keep the CEO, CFO, and COO organized by tracking priorities, open items, meetings, follow-ups, and key deadlines.
• Maintain accurate, accessible corporate, property, employee, vendor, insurance, and entity files.
• Keep property-level reports, contact information, documents, and operational records current and easy to locate.
• Support the full employee transition process: job-posting coordination, interview scheduling, onboarding, first-day setup, offboarding, and separation documentation.
• Coordinate basic HR administration, including employee files, payroll-information collection, PTO tracking, onboarding communications, and approved personnel changes.
• Help ensure systems and software are working properly, including property-management, payroll/HR, vendor, supplier, internet, and user-access platforms.
• Troubleshoot issues when possible and escalate them with clear context, findings, and a recommended next step.
• Coordinate vendor onboarding, contracts, W-9s, insurance certificates, system access, and supporting documentation.
• Support new property takeovers, ensuring records, systems, licenses, contacts, and access are properly organized.
• Track requests and projects through completion using Microsoft Planner or similar tools.
• Create order from incomplete information, keep communication moving, and ensure nothing important gets lost. What success looks like
• Leadership has clear visibility into priorities, deadlines, and outstanding items.
• Corporate and property files are organized, current, and easy to find.
• New employees have a smooth experience from offer through first day.
• Reports, records, systems, and employee information stay current.
• Problems are addressed proactively, not simply forwarded.
• Work is completed accurately, quickly, and without repeated follow-up. What we are looking for
• 3+ years of experience as an Executive Assistant, Operations Coordinator, Office Manager, Chief of Staff support professional, or similar high-accountability role.
• Excellent written and spoken English.
• Strong judgment, urgency, follow-through, and ability to work independently.
• Exceptional organization and attention to detail.
• Comfort managing multiple priorities in a fast-moving, high-pressure environment.
• Strong Microsoft 365

skills:
Outlook, Excel, Word, Teams, SharePoint, OneDrive, and Planner.
• Confidence learning and supporting software systems quickly.
• Experience in property management, real estate, HR administration, payroll support, or multi-entity businesses is strongly preferred.
• Ability to work during U.
S. business hours.