Executive Assistant – Operations Coordinator
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Job Description
Executive Assistant & Operations Coordinator providing administrative and operational support to a real estate development company. Managing communications, organizing priorities, and coordinating projects.
Responsibilities:
- Manage calendars, scheduling, and meeting coordination
- Assist with inbox management, email prioritization, and follow-up tracking
- Coordinate travel arrangements, logistics, and itineraries when needed
- Organize daily priorities and task management workflows
- Support communication and scheduling with stakeholders, consultants, and partners
- Assist with ongoing project tracking across multiple business initiatives
- Coordinate with vendors, consultants, contractors, and service providers
- Maintain project documentation, contact databases, and organizational systems
- Support project timelines, task tracking, and operational follow-through
- Help develop and improve internal processes, SOPs, and documentation
- Conduct research on business opportunities, vendors, services, and operational needs
- Gather information and prepare summaries, reports, and recommendations
- Support data organization, document management, and recordkeeping
- Assist with special projects and ad hoc administrative tasks
- Utilize AI tools to improve efficiency, research, documentation, and workflow management
- Assist in identifying opportunities for automation and process improvements
- Support implementation of AI-assisted operational systems when applicable
- Continuously learn and adopt new tools that improve productivity and execution
- Communicate professionally with external contacts, partners, and stakeholders
- Assist with scheduling, appointment coordination, and follow-up communication
- Provide regular task status updates and progress reports
- Maintain responsiveness, accountability, and proactive communication
- Assist with personal scheduling, logistics, and administrative coordination
- Support family-related planning, scheduling, and organizational tasks when needed
- Help manage travel arrangements, reservations, and personal projects
- Coordinate miscellaneous administrative and operational requests
Requirements:
- Must-Have Previous Executive Assistant, Operations Coordinator, Project Coordinator, or Administrative support experience
- Previous experience supporting real estate development, construction, project management, real estate investment, consulting, or similar project-based industries
- Understanding of project-based workflows, documentation management, and operational coordination (leasing or property management experience alone is not sufficient)
- Experience using AI tools such as ChatGPT, Claude, or similar platforms
- Exceptional organizational and time-management skills
- Strong attention to detail and follow-through
- Excellent written and verbal English communication skills
- Strong problem-solving and research abilities
- Experience managing calendars, inboxes, and executive priorities
- Comfortable working with multiple projects and shifting priorities
- Ability to work independently and take ownership of outcomes
- High level of professionalism and discretion
Benefits:
- Fully remote role
- Part-time opportunity with potential to grow into a full-time position
- Flexible but highly responsive work environment
- Daily communication and regular check-ins with leadership
- Fast-paced entrepreneurial environment supporting multiple businesses and projects
- Opportunity to help build systems, processes, and operational infrastructure
- Long-term growth potential for the right candidate
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