Executive Assistant / Operations Manager

Role Description

We are seeking a highly experienced, self-directed Executive Assistant / Operations Manager to support day-to-day business operations and help remove administrative and marketing workload from leadership. This person will play a key role in keeping deals, communication, reporting, and marketing efforts organized and moving forward. This is a great fit for someone who is proactive, reliable, detail-oriented, and comfortable working independently with minimal hand-holding.

Key Responsibilities

• Manage and respond to email communications on behalf of leadership
• Handle lead follow-up and client follow-up with strong professionalism and judgment
• Assist with CRM organization and workflow support, especially in monday.com
• Prepare weekly client reporting and internal reporting as needed
• Create and format marketing materials, including flyers and simple social media assets
• Assist with Letter of Intent (LOI) drafting using existing templates
• Help organize deal-related documentation and track next steps
• Support general operations and administrative tasks to keep leadership focused on sales
• Communicate clearly with clients and vendors, potentially handling phone support as needed
• Take ownership of recurring tasks and improve processes where possible

Qualifications

• Strong English communication skills, written and verbal
• Prior experience in executive assistance, operations, or a similar support role
• High level of professionalism, accountability, and follow-through
• Strong organizational skills and ability to manage multiple priorities
• Comfortable handling email communication directly
• Ability to work independently and think critically
• Experience with or ability to quickly learn monday.com or similar CRM tools
• Experience creating simple marketing materials in Adobe or similar design tools

Preferred Qualifications

• Experience in commercial real estate or real estate support
• Familiarity with LOIs, client reporting, and CRM workflows
• Experience supporting a high-volume, fast-moving sales professional
• Background in marketing support, flyer creation, or social media content
• Exposure to operations or administrative coordination in a lean team environment

Ideal Candidate Traits

• Reliable and responsive
• Excellent written English
• Takes initiative without needing constant direction
• Comfortable with ambiguity and evolving responsibilities
• Detail-oriented, especially with follow-up and reporting
• Professional, resourceful, and trustworthy
• Able to quickly learn and adapt to established processes and communication styles

Success in This Role Looks Like

• Leadership has more time to focus on sales and client relationships
• Inbox and follow-up are consistently managed
• Marketing materials are produced quickly and accurately
• Reporting is completed efficiently and on time
• Processes run smoothly with minimal oversight

Compensation

Compensation will be based on experience and fit.