Position Overview
Our client and its affiliated real estate and investment entities are seeking a highly organized, intelligent, and proactive Executive Operations Assistant to directly support the President & CEO across multiple businesses.
This role is responsible for keeping all companies organized, compliant, and moving forward, while ensuring the CEO’s daily priorities, projects, and commitments are executed and followed up on. The ideal candidate acts as a central command point—tracking tasks, managing documentation, coordinating projects, and making sure nothing falls through the cracks.
This is a 100% in-office position and is not a basic administrative role. We are seeking a high-ownership professional who can manage complexity, prioritize effectively, and operate with discretion at the executive level.
Key Responsibilities
Executive & Daily Priority Management
- Manage and track the CEO’s daily tasks, priorities, and follow-ups
- Maintain action lists from meetings, calls, and ongoing projects
- Proactively remind and follow up to ensure completion of commitments
- Draft professional emails, memos, and executive communications
- Prepare summaries and status updates across all active initiatives
Multi-Entity Oversight (Trucking, Real Estate & Investments)
- Support operations across: trucking company, real estate holding companies, development projects, and new and ongoing business ventures
- Ensure each entity is organized, up to date, and compliant
- Track entity-specific obligations, filings, contracts, and deadlines
Project & Development Tracking
- Track all ongoing and new projects, including: real estate developments, construction and renovation projects, property management initiatives, and business expansions and special projects
- Maintain project timelines, documentation, and follow-ups
- Coordinate with contractors, architects, banks, attorneys, and internal teams
- Flag delays, risks, or missing items before they become issues
Document, Records & Entity Management
- Create and maintain a structured digital filing system for all entities, including: corporate documents and operating agreements, real estate deeds, leases, and development files, banking, loan, and LOC, documentation, insurance policies and certificates, equipment titles and liens, and compliance, DOT, and safety records
- Ensure documents are properly named, dated, and easily retrievable
- Assemble documentation packages for banks, attorneys, auditors, and partners
Compliance & Administrative Oversight
- Track renewals, expirations, filings, and compliance deadlines
- Ensure all companies remain in good standing
- Coordinate with external professionals: banks and lenders, attorneys, insurance brokers, municipal and regulatory contacts, and maintain logs and checklists for compliance and approvals
Finance & Executive Coordination (Non-Accounting)
- Assist CFO and executive leadership with: document collection and organization, tracking approvals and executive decisions, and preparing funding and financing packets
- Track capital expenditures, approvals, and project-related documents
Systems, Organization & Process Improvement
- Maintain and improve internal organization systems
- Create templates, trackers, checklists, and SOPs
- Implement processes to improve efficiency and accountability
- Act as a central point of coordination across departments and entities
Required Qualifications
- 5+ years of experience supporting executives or managing operations
- Exceptional organizational and project-tracking skills
- Strong written and verbal communication abilities
- High discretion and confidentiality
- Ability to manage multiple businesses and priorities simultaneously
- Proficiency in Microsoft Office and Google Workspace
Preferred Experience
- Multi-entity or family-office style environments
- Real estate, construction, or development exposure
- Transportation, logistics, or operations-driven businesses
- Experience coordinating with banks, attorneys, and contractors
Personal Traits We Value
- Proactive and highly detail-oriented
- Strong follow-through and accountability
- Calm under pressure and deadline-driven
- Loyal, trustworthy, and professional
- Thinks ahead and solves problems independently.
Pay: $100,000.00 - $150,000.00 per year
Experience:
- Operations: 5 years (Required)
Work Location: In person
