Operations Assistant Application

Operations Coordinator / Executive Assistant

The Operations Coordinator / Executive Assistant is an execution-focused support role that helps keep the business organized, responsive, and moving forward.

This person will work closely with the founder and leadership team to manage priorities, coordinate tasks, organize communication, and ensure important follow-ups do not fall through the cracks. This is not a passive admin role. The right person will be organized, detail-oriented, proactive, and comfortable taking ownership of recurring responsibilities.

You will act as a central support person across the business, helping with calendar management, inbox support, task coordination, internal follow-ups, documentation, and process improvement.

This role is ideal for someone who enjoys organization, systems, communication, and making sure things get completed properly and on time.

Responsibilities:
-Manage and organize the executive’s calendar, inbox, reminders, and priorities
-Coordinate meetings, agendas, notes, follow-ups, and action items
-Track tasks across the team and help ensure deadlines are met
-Call leasing references to vet potential tenants for properties
-Update and maintain CRM records, contact lists, lead notes, and follow-up tasks
-Organize Google Drive folders, documents, templates, and internal records
-Assist with SOPs, checklists, process documentation, and internal training materials
-Support hiring, onboarding, and internal communication as needed
-Follow up with vendors, partners, applicants, clients, and tea ---------- mbers
-Prepare basic reports, summaries, lists, and admin updates
-Identify disorganization, missing follow-ups, or process gaps and suggest improvements
-Support multiple business entities while keeping information organized and separated

What We’re Looking For
-Strong written and verbal English communication
-Highly organized and detail-oriented
-Comfortable working independently in a remote environment
-Able to manage multiple priorities without getting overwhelmed
-Proactive and willing to ask questions when something is unclear
-Comfortable following systems, checklists, and SOPs
-Able to hold people accountable in a professional and respectful way
-Tech-savvy and comfortable learning new tools
-Experience supporting an executive, founder, or small business owner is preferred

Tools and Skills
-Google Workspace
-Gmail and Google Calendar
-Google Drive, Docs, and Sheets
-CRM or project management tools
-Task management software
-Basic spreadsheet organization
-Comfort using ChatGPT or AI tools to improve speed and organization

Nice to Have
-Experience in real estate, property management, or construction
-Experience with Zoho, Buildium, or similar systems
-Experience creating SOPs or process documentation
-Experience with EOS or other operating systems
-Experience supporting a fast-moving entrepreneur or small business

To apply, please send your resume and answer the following questions:
-What is your expected monthly salary in USD?
-What hours are you available to work in Eastern Time?
-What tools have you used before?
-Describe a time you had to manage multiple urgent tasks at once.