Executive Assistant / Operations Coordinator (Real Estate)

Overview

We are seeking a dynamic and highly organized Executive Assistant / Operations Coordinator to support our real estate projects (Real estate knowledge/experience not neccessarry. This role offers an exciting opportunity to be at the heart of a fast\-paced, growth\-oriented environment, providing essential administrative and operational support to ensure seamless business operations. The ideal candidate will thrive in a multitasking environment, demonstrating exceptional organizational skills, keen attention to detail, and a proactive approach to problem\-solving.

Responsibilities

• Manage complex calendars and scheduling for executives, including coordinating meetings, appointments, and property showings using tools like Microsoft Outlook Calendar and Google Workspace, and excel.
• Provide comprehensive administrative support such as drafting correspondence, proofreading documents, transcribing notes, and preparing reports with accuracy and professionalism.
• Oversee office management duties including filing, data entry, maintaining office supplies, and ensuring the front desk operates smoothly with excellent phone etiquette on multi\-line phone systems.
• Coordinate project activities related to property transactions, marketing events, and client outreach initiatives using project coordination best practices.
• Handle bookkeeping tasks utilizing QuickBooks for invoicing, expense tracking, and basic bookkeeping to maintain financial accuracy.
• Support personal assistant responsibilities such as managing travel arrangements, personal appointments, and confidential information with discretion.
• Utilize office software including Microsoft Office Suite (Word, Excel), Google Workspace applications, and DocuSign for electronic signatures to streamline workflows.
• Maintain organized filing systems—both digital and physical—and ensure all records are up\-to\-date for easy retrieval during audits or client inquiries.
• Provide exceptional customer service by responding promptly to inquiries via phone or email while maintaining professional communication standards.

Experience

• Proven experience as an executive assistant or operations coordinator.
• Demonstrated proficiency in office management tasks such as data entry, filing systems, clerical support, and front desk operations.
• Strong background in administrative functions including calendar management, transcription, proofreading, and document preparation.
• Familiarity with bookkeeping software like QuickBooks along with basic accounting principles related to real estate transactions.
• Excellent organizational skills with the ability to prioritize tasks effectively in a multitasking environment while maintaining attention to detail.
• Proficiency in Microsoft Office (Word, Excel), Google Workspace (Gmail, Docs), Microsoft Outlook Calendar, and electronic signature platforms like DocuSign.
• Experience handling multi\-line phone systems with professional phone etiquette and customer service skills.
• Ability to adapt quickly to new technologies and office procedures while demonstrating strong problem\-solving capabilities.

What Success Looks Like

• Bills are paid on time without reminders
• Deadlines and inspections are never missed
• All projects are clearly organized and tracked in one system
• The principal is no longer managing small administrative details
• You proactively follow up and close loops without being asked

Requirements

• Strong organizational and time management skills
• Ability to manage multiple projects simultaneously
• High attention to detail
• Comfortable working independently and taking initiative
• Strong communication skills (written and verbal)
• Proficiency with Google Workspace (Docs, Sheets, Calendar)
• Experience with QuickBooks or similar bookkeeping tools preferred

Preferred Experience

• Previous role as an Executive Assistant, Project Coordinator, or Operations Manager

To Apply

Please include a brief response to the following:

• Describe a situation where you managed multiple projects or priorities at once. How did you stay organized?
• What systems or tools do you use to track tasks and deadlines?

Pay: $18\.00 \- $25\.00 per hour

Benefits:

• Flexible schedule

Work Location: In person