Executive Assistant & Operations Coordinator

Executive Assistant & Operations Coordinator Location: Jacksonville, FL Employment Type: Full-Time | On-Site Compensation: $75,000–$85,000 annually Position Overview An executive’s day can change in minutes. A meeting runs long. Travel plans shift. A priority changes. A decision made in the morning creates three new action items by lunch. The best executive assistants do more than manage a calendar. They anticipate what is needed, keep people organized, follow through on the details, and make sure important responsibilities do not get missed. RISE is hiring a Executive Assistant & Operations Coordinator to work closely with company leadership and business partners. This individual will provide high-level executive support while coordinating the schedules, travel, documentation, communication, and operational details that keep priorities moving forward. A key part of this position involves coordinating travel and access readiness for employees and business partners working at off-site locations. This includes collecting required paperwork, tracking documentation and approvals, scheduling travel, communicating requirements, and confirming that everything is completed before departure. This is an executive assistant role first. The operations component reflects the level of ownership, coordination, and follow-through required—not the management of a separate operations department. Why RISE This role offers the opportunity to work closely with senior leadership and gain visibility into important company initiatives and decisions. You will be trusted with meaningful responsibilities and expected to operate with discretion, good judgment, and a strong sense of ownership. You will also have the opportunity to improve systems, introduce better ways of working, and help leadership operate more efficiently. The right person will become a trusted partner—the person leaders rely on to stay organized, prepared, and focused on the priorities that matter most. Key Responsibilities Manage complex executive calendars, including meetings, appointments, deadlines, and changing priorities. Coordinate domestic travel arrangements, including flights, hotels, ground transportation, itineraries, and last-minute changes. Gather, organize, and track required paperwork, identification, forms, and approvals for employees and business partners traveling to project or client locations. Communicate documentation and access requirements clearly and follow up with individuals until all required items are received. Maintain trackers and status reports to ensure travel, documentation, and access-related requirements are completed before established deadlines. Prepare detailed travel itineraries and confirm that travelers have the information and documentation they need before departure. Draft and organize executive correspondence, presentations, reports, meeting materials, and other business documents. Prepare meeting agendas, capture action items, and follow up with responsible parties to ensure commitments are completed. Help senior leaders manage priorities by organizing information, identifying upcoming deadlines, and proactively addressing potential conflicts. Coordinate communication between leadership, employees, external partners, vendors, and other stakeholders. Manage confidential and sensitive business information with discretion. Support expense reporting, invoice coordination, document organization, and other executive administrative responsibilities. Assist with leadership meetings, retreats, company functions, and special events as needed. Conduct research and compile information to support executive decisions and company initiatives. Build and maintain processes, checklists, templates, and tracking systems that improve consistency and efficiency. Use workplace technology and AI tools to streamline communication, research, documentation, scheduling, and administrative workflows. Take ownership of special projects and operational assignments from initial request through completion. What Success Looks Like Executives are prepared for meetings, travel, deadlines, and important decisions. Calendars remain accurate and organized even when priorities change quickly. Required paperwork and approvals are collected, tracked, and completed on time. Employees and business partners receive clear instructions and know exactly what is expected before traveling. Travel arrangements are accurate, organized, and communicated well in advance. Meeting decisions and action items are documented and followed through to completion. Important details do not get lost between conversations, meetings, or departments. Leadership can trust that assigned responsibilities will be handled without repeated reminders. Potential problems are identified early and addressed before they disrupt schedules or business priorities. Confidential information is handled with professionalism, sound judgment, and discretion. Qualifications Five or more years of experience supporting executives, founders, business owners, or senior leadership teams. Demonstrated experience managing complex calendars, executive scheduling, and detailed travel arrangements. Experience collecting, reviewing, organizing, and tracking time-sensitive paperwork or documentation. Strong administrative, project coordination, and operational support experience. Exceptional attention to detail and the ability to manage multiple deadlines at the same time. Strong written and verbal communication skills. Ability to communicate requirements clearly and professionally while following up consistently. Strong judgment and the ability to handle confidential or sensitive information appropriately. Ability to work independently, take ownership, and make thoughtful decisions without constant direction. Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other modern workplace technology. Experience using AI-powered productivity tools such as ChatGPT, Claude, Gemini, Perplexity, or similar platforms. Ability to remain organized and composed when schedules, travel plans, or priorities change unexpectedly. This Position May Be a Fit If You naturally think several steps ahead. You enjoy being the person others rely on when something important needs to get done. You are comfortable following up with people and holding details accountable to a deadline. You can manage a changing calendar without losing track of the bigger picture. You notice missing information before someone has to point it out. You bring structure to situations involving multiple people, requirements, and deadlines. You are resourceful and know how to find answers when instructions are incomplete. You understand that excellent executive support often happens behind the scenes. You use technology to make work faster, clearer, and more organized. You take pride in making leadership and the broader organization operate more effectively. This position is not primarily an event-planning role. Meetings and company events may be part of the position, but executive support, travel coordination, documentation management, and operational follow-through are the core responsibilities. About RISE RISE is a vertically integrated real estate company specializing in development, construction, and property management across multiple housing sectors. Our teams work together to develop and operate communities while maintaining a strong focus on quality, accountability, and long-term relationships. We are looking for people who take ownership, communicate clearly, and care about the quality of their work. AI Hiring Process Disclosure We may use artificial intelligence (AI) tools to support portions of the hiring process, including reviewing applications, analyzing resumes, screening candidates, and evaluating responses. These tools are used to assist our recruitment team and do not replace human judgment. All hiring decisions are ultimately made by people. If you would like additional information regarding how your information is processed during the hiring process, please contact us. RISE Services Inc