Executive Assistant & Operations Coordinator

Job Title: Remote Executive Assistant & Operations Coordinator

Job Type: Part-Time | Independent Contractor

About the Role:

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.

Key Responsibilities:

Executive Support

• 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

Operations & Project Coordination

• 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

Research & Administrative Support

• 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

AI & Productivity Support

• 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

Communication & Coordination

• 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

Personal & Executive Logistics Support

• 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

Qualifications & Ideal Traits:

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

Preferred

• Experience 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

• Experience supporting multiple business entities or departments simultaneously

Working Environment:

• 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