Executive Assistant – Operations Coordinator

Role Overview

• Manage calendars, scheduling, and meeting coordination
• Assist with inbox management, email prioritization, and follow-up tracking
• Coordinate travel arrangements, logistics, and itineraries when needed
• Organize daily priorities and task management workflows
• Support communication and scheduling with stakeholders, consultants, and partners
• Assist with ongoing project tracking across multiple business initiatives
• Coordinate with vendors, consultants, contractors, and service providers
• Maintain project documentation, contact databases, and organizational systems
• Support project timelines, task tracking, and operational follow-through
• Help develop and improve internal processes, SOPs, and documentation
• Conduct research on business opportunities, vendors, services, and operational needs
• Gather information and prepare summaries, reports, and recommendations
• Support data organization, document management, and recordkeeping
• Assist with special projects and ad hoc administrative tasks
• Utilize AI tools to improve efficiency, research, documentation, and workflow management
• Assist in identifying opportunities for automation and process improvements
• Support implementation of AI-assisted operational systems when applicable
• Continuously learn and adopt new tools that improve productivity and execution
• Communicate professionally with external contacts, partners, and stakeholders
• Assist with scheduling, appointment coordination, and follow-up communication
• Provide regular task status updates and progress reports
• Maintain responsiveness, accountability, and proactive communication
• Assist with personal scheduling, logistics, and administrative coordination
• Support family-related planning, scheduling, and organizational tasks when needed
• Help manage travel arrangements, reservations, and personal projects
• Coordinate miscellaneous administrative and operational requests

Requirements

• Must-Have Previous Executive Assistant, Operations Coordinator, Project Coordinator, or Administrative support experience
• Previous experience supporting real estate development, construction, project management, real estate investment, consulting, or similar project-based industries
• Understanding of project-based workflows, documentation management, and operational coordination (leasing or property management experience alone is not sufficient)
• Experience using AI tools such as ChatGPT, Claude, or similar platforms
• Exceptional organizational and time-management skills
• Strong attention to detail and follow-through
• Excellent written and verbal English communication skills
• Strong problem-solving and research abilities
• Experience managing calendars, inboxes, and executive priorities
• Comfortable working with multiple projects and shifting priorities
• Ability to work independently and take ownership of outcomes
• High level of professionalism and discretion

Benefits

• Fully remote role
• Part-time opportunity with potential to grow into a full-time position
• Flexible but highly responsive work environment
• Daily communication and regular check-ins with leadership
• Fast-paced entrepreneurial environment supporting multiple businesses and projects
• Opportunity to help build systems, processes, and operational infrastructure
• Long-term growth potential for the right candidate