Executive Operations & Project Coordinator

Job Description

Job Description

We are seeking a dynamic and highly organized Executive Operations & Project Coordinator to join our team. This energetic professional will serve as a vital support hub for executive leadership, ensuring seamless daily operations, efficient project management, and effective communication across departments. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, technical proficiency, and a proactive approach to problem-solving. This role offers an exciting opportunity to contribute to strategic initiatives while managing administrative tasks with precision and enthusiasm.

Duties

• Provide comprehensive administrative support to senior executives, including calendar management, scheduling meetings, and coordinating business travel arrangements
• Organize and facilitate company events, meetings, and conferences, ensuring all logistics are handled smoothly from planning to execution
• Manage internal communications by drafting correspondence, proofreading documents, and transcribing meeting notes with accuracy
• Oversee office management duties such as filing, data entry, handling multi-line phone systems, and maintaining office supplies
• Utilize productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint) and collaboration tools like video conferencing software to support daily operations
• Coordinate projects by tracking deadlines, managing project documentation in project management software, and collaborating with cross-functional teams including C-suite executives
• Handle bookkeeping tasks using QuickBooks or similar accounting software, including invoicing, expense tracking, and financial record keeping
• Maintain confidentiality of sensitive information while providing executive administrative support with professionalism and discretion

Requirements

• Proven experience in office management or administrative roles, preferably supporting senior leadership or executives
• Strong organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment
• Excellent written and verbal communication skills with attention to detail for proofreading and transcription tasks
• Technical proficiency in Microsoft Office (Word, Excel, Outlook), QuickBooks, video conferencing platforms (Zoom, Teams), and Docusign or similar electronic signature tools
• Experience in event planning and organizing large or small-scale corporate events or meetings
• Ability to handle confidential information with integrity and professionalism
• Demonstrated capability in calendar management and managing multiple priorities simultaneously
• Strong customer service orientation with excellent phone etiquette and interpersonal skills
• Familiarity with business travel arrangements and working as an executive assistant or project coordinator is highly desirableJoin us as an Executive Operations & Project Coordinator to play a pivotal role in streamlining operations, supporting leadership initiatives, and driving organizational success. Your proactive attitude combined with technical expertise will make a significant impact on our team’s productivity and overall effectiveness.
• Elias Brothers Group EB Legacy Developments LLC – Bay Harbor Islands, FL   Full-Time | On‐Site-NOT REMOTE

Elias Brothers Group/ EB Legacy Developments LLC is a multi‐division real estate, development, construction, and acquisitions company seeking a highly organized and detail‐driven  Executive Operations & Project Coordinator for our Bay Harbor Islands office. This role supports daily operations across our development, land purchasing, construction, remodeling, acquisitions, and management divisions.

We are looking for someone who thrives in a  fast‐paced, family‐owned business environment , can manage multiple priorities, and communicates clearly and professionally.

Key Responsibilities

• Manage executive schedules, calendars, task lists, and project timelines
• Maintain and organize multiple email inboxes and digital workflows
• Create spreadsheets, cost logs, and project tracking documents
• Assist with real estate contracts, addendums, and closing coordination
• Support permitting processes with Miami‐Dade County and local municipalities
• Coordinate with architects, engineers, inspectors, and vendors
• Review documents for accuracy (paralegal‐style support)
• Enter accounts payable, track invoices, and assist with financial logs
• Provide general office support: filing, scanning, copying, digital organization
• Order office supplies, manage small errands, and coordinate meals
• Pick up mail and prepare FedEx/UPS shipments
• Provide clear, structured communication for an executive whose first language is Hebrew
• Maintain confidentiality across all business matters
• Notary Public certification is a plus

Requirements

• Valid driver’s license
• Trilingual:  English, Hebrew, and Spanish strongly preferred
• Strong attention to detail and accuracy
• Ability to read, understand, and review legal/contract documents
• Proficiency in Microsoft Office (Excel, Word) and digital filing systems
• Experience with accounts payable and basic accounting workflows
• Familiarity with real estate processes, permitting, and municipal coordination
• Reliable, organized, and able to work independently
• Notary Public certification is a plus

Schedule & Compensation

• Full-time or part-time positions available
• Competitive pay based on experience
• On‐site role at our Bay Harbor Islands office

About Elias Brothers Group/ EB Legacy Developments LLC

Elias Brothers Group/EB Legacy Developments LLC is a multi‐disciplinary organization involved in real estate development, land acquisition, construction, remodeling, property management, and strategic investments. We operate multiple entities and projects across South Florida and pride ourselves on efficiency, integrity, and a strong family‐owned business culture.

How to Apply

Please submit your resume and a brief introduction explaining your relevant experience and language skills.

Pay: $62,400.00 - $70,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person