Executive Assistant & Operations Coordinator

OptiNizer

9d•Remote

About The Position

A growing real estate development and investment company is seeking a highly proactive Executive Assistant & Operations Coordinator to provide administrative, operational, and project coordination support across multiple businesses and initiatives. This role will serve as a trusted right-hand partner to the founder, helping manage communications, organize priorities, coordinate projects, streamline workflows, and support day-to-day operations. The ideal candidate is highly organized, resourceful, tech-savvy, and comfortable navigating a fast-paced environment with multiple ongoing projects. Candidates with experience supporting real estate development, construction, project management, real estate investment, consulting, or other project-based industries are strongly preferred, as the role requires coordinating multiple stakeholders, projects, vendors, and operational workflows simultaneously. The position requires someone who can take ownership of tasks, think critically, leverage AI tools effectively, and continuously improve systems and processes while helping the executive stay focused on high-value activities.

Requirements

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

Nice To Haves

Supporting executives, founders, business owners, or project leaders within real estate, development, construction, consulting, or similar industries
Project management or operations support experience
Familiarity with real estate, development, construction, consulting, or related industries
Experience creating SOPs, workflows, and operational systems
Familiarity with project management platforms and collaboration tools
Supporting multiple business entities or departments simultaneously

Responsibilities

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