Executive Assistant & Operations Manager

Executive Assistant & Operations Manager

ABOUT THE ORGANIZATION

This is a fast-growing multi-entity organization operating across real estate household management and business ventures. The principal oversees a high volume of moving parts from investment properties and vendor relationships to executive operations and business partnerships.

The organization is managed at pace. Priorities shift opportunities move quickly and operational precision is non-negotiable. This environment rewards independent thinkers who build systems prevent failures and drive momentum.

THE ROLE

This is not a traditional assistant position. The Executive Assistant and Operations Manager serves as the operational control center and the single point of accountability for ensuring that nothing is missed delayed or dropped across multiple high-stakes areas.

The core mission is to ensure that every commitment deadline payment communication and opportunity is tracked followed up on and completed. This role spans personal executive support real estate operations household logistics and business coordination simultaneously.

KEY RESPONSIBILITIES

Execution and Follow-Through

• Track all commitments made across meetings emails and conversations
• Ensure follow-ups happen proactively not when reminded
• Identify stalled tasks and push them forward without prompting
• Escalate risks and blockers early before they become problems

Communication Management

• Monitor organize and prioritize email inboxes
• Draft responses coordinate follow-ups and manage correspondence
• Track deal conversations outstanding opportunities and pending responses

Real Estate Operations

• Track rent payments and follow up on delinquencies
• Monitor lease expirations renewals and critical real estate deadlines
• Track mortgage insurance and tax obligations
• Coordinate with vendors and tenants and maintain accurate records and documentation

Household and Personal Management

• Manage household logistics vendor coordination and scheduling
• Coordinate travel appointments and family logistics
• Track insurance policies subscriptions and recurring obligations

Business Operations Support

• Track contracts deliverables and project timelines
• Support internal teams with cross-functional coordination
• Monitor partnership opportunities and deal flow

Systems Organization and Risk Management

• Build and maintain dashboards and tracking systems that prevent missed items
• Track anything that can expire renew or lapse with advance reminders set 30 to 120 days out
• Identify financial and operational risks before they escalate
• Continuously improve systems to reduce errors and increase efficiency

Cost Optimization and Technology

• Identify opportunities to reduce costs by comparing vendors insurance and service providers
• Flag inefficiencies redundancies and areas of financial leakage
• Use AI tools such as ChatGPT and Claude as well as automation platforms to increase output and reduce manual work
• Automate repetitive workflows summarize communications and draft responses

WHO YOU ARE

We are looking for a high-agency operator who builds structure in chaos acts without being told and maintains momentum across multiple areas simultaneously.

You bring:

• Exceptional organizational skills and relentless attention to detail
• A proactive self-directed work style where you identify the work rather than waiting for it
• The ability to manage multiple responsibilities simultaneously without losing quality
• Fluency with AI tools productivity software and workflow automation
• Calm clear communication under pressure
• A solution-first mindset where obstacles are problems to solve not reasons to pause

ROLE DETAILS

• Employment Type: Full-Time Hourly
• Work Hours: 9:00 AM EST - 6:00 PM EST
• Start Date: As soon as possible
• Compensation: $1800 - $2400 Biweekly payment schedule.