We are hiring a proactive, detail-oriented Executive Assistant / Operations Coordinator to support a real estate developer building multi-million-dollar projects. This is not a task-based VA role. You will be the central hub between the developer, investors, lenders, architects, contractors, and vendors — ensuring projects move forward and the developer only sees what truly requires their decision.
Key Responsibilities
1.Administrative & Organizational Support
- Manage a high-volume executive inbox: triage, draft replies, and prepare concise summaries so nothing gets buried.
- Organize and file documents consistently in Dropbox (by property/project).
- Handle clerical tasks the executive dislikes: document tracking, follow-ups, and data entry.
- Manage calendar: appointments, reminders, reservations, and travel logistics.
- Track deadlines and deliverables across multiple projects.
2. Business Operations & Project Support
- Collect, organize, and compare quotes for materials, contractors, and services.
- Maintain project spreadsheets (budgets, project trackers, investor/lender lists).
- Assist in preparing investor decks, pitch decks, and compliance documents.
- Set up and maintain project management systems (ClickUp, Asana, Trello, Notion).
- Support basic automations and workflows (Zapier, JotForm, Google integrations).
- Help with hiring tasks: job postings, candidate screening, interview coordination, and offer letters.
- Coordinate with architects, lenders, property managers, and contractors to keep tasks moving.
3. Content & Admin Support (Marketing Operations)
- Organize YouTube, podcast, and social media content calendars.
- Schedule posts across Instagram, TikTok, and YouTube using scheduling tools.
- Keep content spreadsheets organized (ideas, posting schedule, performance tracking).
(Note: This role does not involve strategy or creative — strictly admin support for content organization and posting.)
Who You Are
- Experienced as an Executive Assistant, Project Coordinator, or Transaction Coordinator in real estate, construction, architecture, or engineering.
- Comfortable managing investors, lenders, and contractor communications.
- Highly organized and proactive — you chase deadlines and close loops without waiting for instructions.
- Excellent English (spoken & written) — able to draft professional, investor-facing communication.
- Proficient with Gmail/Outlook, Dropbox, Excel/Google Sheets, ClickUp/Asana, and CRMs like Airtable/HubSpot.
- Discreet and trustworthy with sensitive financial, legal, and project information.
Job Type: Full-time
Expected hours: 40 per week
Experience:
- Real Estate: 2 years (Required)
Language:
- English (Required)
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