About the Role
We are seeking a highly motivated, detail-oriented, and independent professional to serve as a hybrid Executive Assistant and Operations Coordinator. This unique role is split evenly between supporting the leaders of multiple real estate-focused companies and managing people and administrative operations for NCC Builders, Trekk Properties, and affiliated entities.
This is not your typical assistant role. You will be the right hand to a forward-thinking leadership team, helping them focus from day-to-day logistics to high-value strategic initiatives. You’ll also play a central role in overseeing office operations, employee programs, and administrative processes across several growing organizations.
Key Responsibilities
Executive Assistant to Leadership team (50%)
- Manage and triage communications: phone, email, calendar, and scheduling.
- Proactively handle logistics, appointments, and travel arrangements.
- Assist with financial tasks such as reviewing development proformas and supporting financial analysis.
- Help manage and prioritize business initiatives across multiple companies.
- Serve as a gatekeeper and liaison for internal and external stakeholders.
- Anticipate needs and take initiative to solve problems before they arise.
- Support relationship management and follow-ups with key business partners.
- Lead and follow through on project management and research assignments.
- Prepare investment packets and assist with financial proformas.
- Execute tasks independently with minimal direction and ensure timely completion.
People, Operations, & Office Administration (50%)
- Oversee onboarding and offboarding processes for employees of NCC Builders, Trekk Properties, Stotko Speedling Construction, and Nile Architecture/Gracewin (~50 employees combined)
- Manage benefits administration, including plan review, selection, and employee enrollment.
- Maintain and update HR documentation, including employee handbooks and compliance files.
- Assist with recruiting efforts, including job postings, screening, and interview coordination.
- Ensure compliance with employment laws and internal policies.
- Coordinate payroll-related information to the payroll processor and ensure timely submission.
- Provide coverage of payroll processing duties when the accountant is on vacation.
NCC Builders Specific Duties Include:
- Act as office manager: open and distribute mail, deposit checks, manage office supplies.
- Coordinate with remote accounting staff on bills, invoices, and subcontractor agreements.
- Maintain vendor compliance with COI and W-9 submission for NCC Builders and Stotko Speedling Construction
Who You Are
- Self-Starter: You take initiative, work independently, and thrive with minimal direction.
- Detail-Oriented: You’re organized, precise, and take pride in getting things right.
- Financially Savvy: You’re comfortable with numbers and can support financial analysis.
- Discreet & Trustworthy: You handle sensitive information with the utmost confidentiality.
- Adaptable: You can juggle multiple priorities and pivot quickly as needs change.
- Relationship-Oriented: You’re personable and professional, with strong communication skills.
- A Squasher: You take ownership, follow through, and get things done efficiently and effectively.
Qualifications
- 3+ years of experience in an executive assistant, HR, or operations role (real estate industry a plus).
- Strong understanding of HR practices and employment law.
- Proficiency in Microsoft Office Suite, especially Word and Excel.
- Experience with financial documents or development proformas is a strong plus.
- Bachelor’s degree preferred but not required.
Why Join Us?
- This is a rare opportunity to work directly with a forward-thinking business owner and gain exposure to multiple facets of the real estate industry. For the right person, this role offers significant growth potential and the chance to make a meaningful impact.
Benefits:
- 401(k) matching
- Health insurance
- Dental insurance
- Vision insurance
- Health savings account
- Paid time off
- Disability and life insurance
Pay: $23.00 - $26.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
