Executive Operations Manager / Executive Assistant
(Multi-Entity Administration & Bookkeeping)
About Us
We are a fast-growing group of companies operating in construction, real estate development, private equity, investment funds, short-term rentals, and property acquisitions. As our businesses continue to expand, we are looking for an exceptionally organized, detail-oriented professional to serve as the operational hub supporting our Founder and executive leadership across multiple companies.
This is not a traditional administrative role. It is an opportunity to become a key member of a growing organization where you'll help keep multiple businesses organized, efficient, and moving forward.
Position Summary
The Executive Operations Manager serves as the primary administrative and operational support for the Founder while coordinating office management, bookkeeping, transaction coordination, document management, and day-to-day business operations across several affiliated companies.
The ideal candidate thrives in a fast-paced entrepreneurial environment, enjoys juggling multiple priorities, communicates professionally with internal and external stakeholders, and takes pride in creating structure and organization.
This individual will work closely with executives, project managers, accountants, attorneys, title companies, vendors, investors, and other third-party professionals to ensure projects remain organized and deadlines are met.
Primary Responsibilities:
Executive Support
- Manage executive calendars, appointments, meetings, and follow-up items.
- Maintain executive task lists and project priorities.
- Coordinate contracts, signatures, correspondence, and business documentation.
- Organize digital files, Dropbox folders, emails, and company records.
- Assist with personal and business administrative tasks as assigned.
- Help ensure priorities remain organized across multiple companies.
Office Management & Administration
- Serve as the central administrative coordinator across multiple businesses.
- Maintain company records, contracts, licenses, insurance documentation, and organizational systems.
- Coordinate communication between internal staff and outside professionals.
- Track deadlines, outstanding items, and project milestones.
- Improve office systems and administrative processes as the organization grows.
Bookkeeping
Manage day-to-day bookkeeping for designated companies, including:
- QuickBooks data entry
- Accounts payable and receivable
- Expense tracking
- Vendor payments
- Customer invoicing
- Bank and credit card reconciliations
- Financial record organization
- Preparation of documentation for accountants and tax professionals
Real Estate Transaction Coordination
- Coordinate acquisitions and dispositions
- Track escrow timelines and closing deadlines
- Organize purchase agreements, amendments, disclosures, and due diligence documents
- Communicate with title companies, lenders, attorneys, brokers, buyers, and sellers
- Maintain complete transaction files from contract through closing
Construction & Project Administration
- Support construction operations through administrative coordination
- Organize project documentation, vendor information, insurance certificates, permits, and subcontractor records
- Assist project managers with administrative needs
- Track project-related documentation and reporting
Fund & Investment Administration
- Coordinate administrative requests between executives and third-party fund administrators
- Maintain investor documentation and organized fund records
- Assist with document management and information requests
- Support investor communications and internal reporting
- Coordinate with outside accounting professionals while maintaining organized records
Property & Hospitality Administration
- Assist with administrative management of short-term rental properties and hospitality operations
- Coordinate licensing, inspections, permits, zoning documentation, and operational records
- Maintain booking, vendor, customer, and financial documentation
Qualifications Required
- 5+ years of administrative, executive assistant, office management, operations, or bookkeeping experience
- Strong QuickBooks experience
- Excellent organizational and time management skills
- Exceptional written and verbal communication abilities
- High attention to detail
- Ability to prioritize multiple projects simultaneously
- Strong Microsoft Office or Google Workspace proficiency
- Experience managing confidential information
- Self-starter with excellent problem-solving abilities
Preferred
- Construction industry experience
- Real estate transaction coordination experience
- Escrow or title coordination knowledge
- Property management experience
- Experience supporting C-Level executives or business owners
- Familiarity with Monday.com, Dropbox, and CRM systems
- Experience working with multiple business entities
Ideal Candidate
You are:
- Highly organized and process-oriented
- Comfortable wearing many hats
- Able to switch between projects efficiently
- Proactive rather than reactive
- Professional and trustworthy
- Calm under pressure
- Excellent at following through
- Adaptable in a fast-changing entrepreneurial environment
- Someone who enjoys building systems and improving organization
What You'll Be Supporting
Our portfolio includes:
- Construction
- Real Estate Development
- Property Acquisition & Sales
- Private Investment Funds
- Hospitality & Event Operations
- Short-Term Rental Management
- Real Estate Investment Projects
Compensation & Benefits
- Competitive salary based on experience
- Paid time off
- Opportunities for professional growth
- Exposure to multiple industries and business operations
- Long-term advancement opportunities as the companies continue to grow
Pay: $75,000.00 - $100,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
