Reports To: Owner/CEO
About the Role
We are seeking an exceptionally organized, resourceful, and self-motivated Executive Operations Manager to work directly with a private entrepreneur overseeing multiple businesses and investments across hospitality, commercial lending, real estate, ranching, and other ventures.This is not a typical office position. No two weeks look alike. One day you may be closing the books for month-end, the next coordinating a construction project, helping prepare loan documents, creating a social media campaign, or solving a completely new business challenge.
If you're someone who enjoys variety, takes ownership, loves learning new things, and thrives on solving problems, you'll find this role both challenging and rewarding.
What You'll Do
Bookkeeping & Financial Management
- Maintain the books for seven separate companies using QuickBooks.
- Process payroll and maintain payroll records.
- Manage accounts payable and schedule vendor payments on weekly, bi-weekly, semi-monthly, and monthly payment cycles.
- Reconcile bank and credit card accounts.
- Prepare monthly financial reports for ownership.
- Track intercompany transactions and loans.
- Coordinate with CPAs during tax preparation, audits, and financial reporting.
- Maintain organized financial records and supporting documentation.
- Research and resolve accounting discrepancies.
- Assist with budgeting, cash flow tracking, and other financial projects as needed.
Executive & Business Operations
- Manage the executive's daily priorities and serve as the central point of coordination across multiple businesses.
- Coordinate with attorneys, CPAs, bankers, lenders, government agencies, contractors, vendors, and property managers.
- Handle confidential financial and legal matters with professionalism and discretion.
- Prepare reports, spreadsheets, business correspondence, and supporting documentation.
- Assist with commercial lending, loan servicing, and related documentation.
- Coordinate construction, remodeling, maintenance, and capital improvement projects.
- Support hospitality and property operations.
- Create and update website content, social media posts, marketing materials, and business communications as needed.
- Leverage AI tools to improve productivity, draft communications, conduct research, and streamline business operations.
- Develop and improve operating procedures and organizational systems.
- Track projects, deadlines, renewals, payments, and follow-up items across multiple companies.
- Communicate with vendors and service providers and help resolve billing, service, and operational issues.
- Research unfamiliar issues as they arise and determine the appropriate next steps.
- Troubleshoot problems and coordinate solutions across a wide variety of business and property matters.
- Assist with special projects and new business needs as they arise.
Qualifications
- Five or more years of bookkeeping or accounting experience.
- Strong QuickBooks proficiency.
- Experience processing payroll and accounts payable.
- Excellent organizational and time management skills.
- Strong Microsoft Office skills, especially Excel.
- Outstanding written and verbal communication skills.
- Ability to manage multiple priorities and meet deadlines.
- High level of integrity and discretion when handling confidential information.
- Comfortable learning new software and technology.
Preferred Experience
Experience in several of the following is preferred:
- Multi-entity bookkeeping
- Executive support
- Hospitality or property management
- Commercial lending
- Project coordination
- Commercial real estate
- Legal or contract administration
- Social media and website management
- AI productivity tools
Ideal Candidate
We're looking for someone who:
- Loves learning and is naturally curious.
- Enjoys variety and doesn't want every day to look the same.
- Isn't intimidated by unfamiliar challenges and gets genuine satisfaction from figuring things out.
- Is exceptionally organized and detail oriented.
- Enjoys both accounting and business operations.
- Can shift comfortably between bookkeeping, executive support, project coordination, marketing, and hands-on problem solving.
- Takes ownership, follows through, and doesn't wait to be told every next step.
- Thinks critically and exercises good judgment.
- Communicates professionally with executives, attorneys, accountants, government agencies, vendors, and employees.
- Is trustworthy and able to maintain strict confidentiality.
- Learns new technology and software quickly, including AI tools that improve efficiency.
- Thrives in a fast-paced environment where priorities can change and no two weeks are alike.
What Success Looks Like
The ideal candidate becomes the executive's trusted right hand by keeping the financial side of multiple businesses running smoothly while also anticipating needs, solving problems, managing projects, and ensuring that important details never fall through the cracks. They aren't expected to know everything on day one, but they are expected to enjoy learning, ask good questions, and confidently tackle new challenges as they arise.
Compensation
Competitive compensation based on experience.
Why Join Us?
This is more than a bookkeeping or executive assistant position. It's an opportunity to become a trusted partner in a diverse and growing group of businesses. You'll gain exposure to accounting, finance, hospitality, commercial lending, real estate, construction, technology, marketing, and business operations while working directly with the business owner.If you enjoy learning, taking initiative, wearing many hats, and making a meaningful impact, you'll never be bored in this position.
To Apply
Please submit your résumé along with a brief cover letter telling us why this position interests you and why you believe you'd be a great fit. We'd love to hear what excites you about a role where no two weeks are the same.
Pay: $62,400.00 - $72,800.00 per year
Benefits:
- Flexible schedule
- Paid time off
Work Location: Hybrid remote in Tucson, AZ 85742
