Executive Assistant & Project Coordinator
About The Position
We are seeking a highly organized, resourceful, and technology-forward Executive Assistant & Project Coordinator to support four senior leaders across Multifamily Operations, Construction, Interior Design & Procurement, and Litigation. This role goes well beyond traditional executive assistance. The ideal candidate is equally comfortable managing complex executive priorities, coordinating deliverables across departments, using AI and technology to improve workflows, and keeping the office running smoothly. Success requires someone who anticipates needs, creates structure, follows through relentlessly, and enjoys finding better ways to get things done. The right person will make the executives and teams they support more organized, more informed, and more effective—creating structure where it is needed, staying several steps ahead of deadlines, and ensuring nothing gets lost between meetings or departments. They will bring a continuous-improvement mindset, using technology, AI, and strong project-management practices to make work easier, faster, and more consistent. This role directly supports: VP, Multifamily Construction; VP, Interior Design & Procurement; VP & Head of Multifamily Operations; VP, Litigation.
Requirements
- 5+ years in executive support, project coordination, office management, or operations.
- Demonstrated experience supporting multiple senior executives simultaneously.
- Strong project coordination skills across multiple workstreams, deadlines, and stakeholders.
- Strong comfort with technology and demonstrated interest in AI, automation, and emerging productivity tools; experience with project-management or collaboration platforms strongly preferred.
- Exceptional organizational skills, attention to detail, and written and verbal communication.
- Sound judgment with confidential and sensitive information.
- Ability to work independently, anticipate needs, and shift quickly between priorities in a fast-paced environment.
Nice To Haves
- Experience in real estate, property management, construction, procurement, or legal is a plus.
Responsibilities
- Maintain project trackers, timelines, task lists, meeting notes, and status reports across all supported functions.
- Coordinate deliverables among executives, internal departments, property teams, vendors, and outside partners.
- Follow up on open items, flag upcoming deadlines, and escalate potential delays before they become problems.
- Build repeatable processes, templates, and systems that improve consistency and execution.
- Own special projects and cross-functional initiatives as assigned.
- Manage calendars, meetings, travel, and rapidly changing schedules for four executives with competing priorities.
- Proactively prioritize requests and keep executives focused on the most important deadlines and deliverables.
- Coordinate internal and external meetings, including agendas, materials, presentations, and follow-up.
- Serve as a professional point of contact for employees, vendors, consultants, attorneys, and contractors.
- Serve as a technology-forward resource to the executives and teams supported by this role.
- Use AI tools to draft and summarize materials, organize information, conduct research, and build presentations.
- Help executives adopt and effectively use new tools; quickly learn new systems and become the go-to resource.
- Oversee day-to-day office functionality, organization, and readiness for employees and visitors.
- Coordinate supplies, equipment, vendors, and facilities needs.
- Support onboarding logistics and workspace preparation for new hires.
- Coordinate team events, lunches, and visitors; partner with HR, IT, and Accounting to resolve office needs.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
