Operations Executive Assistant (Real Estate Experience a Plus)

This role gets a high volume of applicants, so please follow the application steps closely; it's the fastest way to ensure your application gets seen. Please review the full post. Unfortunately, applications missing required items won't move forward for review.

My client owns two growing businesses: an AI consulting company and a real estate investment business. I am looking for an experienced Operations Executive Assistant with a strong operations background, someone who has directly supported a business owner or executive and thrives on organization, accountability, and continuous improvement.

This is not a traditional administrative assistant role. I am looking for someone who takes ownership without being asked, improves processes on their own, anticipates needs, and keeps day-to-day operations running with minimal supervision.

You will become the trusted operational partner, allowing the CEO to focus on growing the business while you keep projects, priorities, communications, and operations moving forward.

Required Experience:

• 2+ years directly supporting a business owner, CEO, or executive in an EA, Operations Coordinator, or Operations Manager capacity
• Demonstrated experience developing, documenting, or maintaining SOPs
• Comfortable using AI productivity tools such as ChatGPT and Claude to improve efficiency

Preferred, Not Required:

• Real estate or property management experience
• Buildium experience
• Experience supporting entrepreneurs, consultants, or small business owners across multiple ventures

Key Responsibilities

Executive Support:

• Manage multiple calendars, including two personal Google Calendars and one business calendar
• Coordinate meetings, appointments, and scheduling priorities
• Track recurring deadlines, licenses, certifications, renewals, and compliance requirements
• Prepare reports, correspondence, and recurring business documents using established templates
• Organize and maintain digital files, contracts, and business documentation
• Follow up on outstanding action items to ensure they are completed on time

Business Operations:

• Serve as the primary point of coordination for daily business operations
• Coordinate communications with AI consulting clients, students, vendors, contractors, and strategic partners
• Support onboarding for new AI consulting clients and students
• Maintain and continuously improve SOPs
• Monitor business goals, KPIs, and recurring operational priorities

Property Management Support (approx. 10% of workload once systems are optimized):

• Help refine and organize property management operations in Buildium
• Coordinate tenant maintenance requests and communicate with tenants, contractors, and vendors
• Monitor rental payments, maintenance expenses, and lease renewals

How to Apply:
Please send your resume, executive portfolio, and record a CURRENT video introduction (no exceptions) describing a time you took an unclear or disorganized process and fixed it without being told to. Acknowledge review of the job description and salary, and use at least 8 apply points.