EXECUTIVE ASSISTANT / BUSINESS OPERATIONS ASSISTANT
We are seeking a highly organized, dependable, and proactive Executive Assistant / Business Operations Assistant to work directly with the owner of multiple privately owned businesses, including real estate companies, restaurants, property management operations, and other business ventures. This is a hands-on position for someone who is comfortable managing both executive administrative responsibilities and day-to-day business operations. The ideal candidate is extremely organized, detail-oriented, financially comfortable, computer proficient, and capable of managing multiple companies, projects, and priorities simultaneously.
SCHEDULE
Monday-Friday, approximately 10:00 AM-5:00 PM
POSITION TYPE
Full-Time | In-Office
REPORTS TO
Owner
PRIMARY RESPONSIBILITIES
Responsibilities will include, but are not limited to: Monitor the owner's emails, identify important or time-sensitive matters, organize correspondence, and respond to emails when authorized. Communicate professionally with vendors, contractors, property managers, tenants, accountants, employees, insurance representatives, and other business contacts. Review and pay company bills while maintaining accurate and organized payment records. Monitor bank and checking account balances across multiple businesses. Assist with payroll preparation, payroll reporting, employee information, and related administrative responsibilities. Maintain accounts payable and ensure bills, invoices, and recurring obligations are handled accurately and on time. Review vendor invoices and verify that charges are accurate before payment. Maintain organized electronic files and records for multiple companies. Work extensively within Google Drive, including organizing folders, documents, invoices, leases, financial records, and other company information. Create, maintain, and update Excel and Google Sheets spreadsheets, including financial trackers, expense reports, vendor ledgers, property reports, and operating schedules. Prepare and assist with CAM reconciliations for commercial real estate properties. Track property-related expenses, including utilities, property taxes, insurance, landscaping, repairs, maintenance, waste services, management fees, and other CAM-related expenses. Assist with tenant records, leases, rent information, property expenses, and other property management responsibilities. Learn and become proficient with Buildium property management software. Prior Buildium experience is preferred, but qualified candidates must be willing and able to learn the system quickly. Monitor deadlines, outstanding invoices, open issues, vendor follow-ups, renewals, payments, and other matters requiring the owner's attention. Assist with restaurant operations from an administrative standpoint, including invoices, vendor payments, payroll information, expenses, and business records. Prepare reports and summaries for the owner so financial and operational information can be reviewed quickly and efficiently. Consistently follow up with vendors and other parties until outstanding issues are fully resolved. Help coordinate appointments, meetings, documents, and day-to-day priorities for the owner. Handle sensitive financial and business information with complete confidentiality and discretion. Take ownership of assigned projects and follow them through to completion without requiring constant reminders.
QUALIFICATIONS
The ideal candidate should: Have prior experience as an Executive Assistant, Administrative Assistant, Business Manager, Property Management Assistant, Bookkeeping Assistant, or in a similar role. Be extremely organized and comfortable managing multiple businesses and priorities simultaneously. Have strong experience with Microsoft Excel and/or Google Sheets. Be proficient with Google Drive, Gmail, Google Docs, and general computer systems. Have experience reviewing invoices, paying bills, tracking expenses, and maintaining financial records. Have a basic understanding of bookkeeping and business accounting principles. Be comfortable working with numbers, bank balances, payroll information, invoices, and financial spreadsheets. Have experience with commercial real estate or property management. Experience preparing CAM reconciliations is strongly preferred. Have experience with Buildium or demonstrate the ability to learn the software quickly. Have excellent written and verbal communication skills. Be comfortable professionally responding to emails and communicating with vendors, tenants, employees, accountants, contractors, and other professionals on behalf of the owner. Be able to prioritize urgent matters and determine what requires the owner's immediate attention. Be dependable, punctual, professional, and trustworthy. Be proactive and willing to solve problems rather than simply identify them. Be able to work independently while keeping the owner informed of important matters. Maintain strict confidentiality regarding company, employee, banking, and financial information.
WHAT WE ARE LOOKING FOR
This is not a position for someone who simply waits for instructions throughout the day. We are looking for someone who can become the owner's right hand for administrative and business operations. The successful candidate will learn how the different companies operate, stay ahead of deadlines, follow up on outstanding matters matters, organize information for the owner, and help ensure that important items do not fall through the cracks. The ideal candidate will eventually be able to recognize what needs attention, determine appropriate next steps, and take ownership of tasks without needing constant direction or reminders. Because the owner operates businesses across multiple industries, every day may be different. The candidate must be comfortable moving between real estate, property management, restaurants, accounting and administrative work, vendor management, and other business matters.
PREFERRED EXPERIENCE
Experience in any combination of the following is highly desirable: Executive assistance Property management Commercial real estate Buildium QuickBooks or bookkeeping Accounts payable Payroll administration CAM reconciliation Microsoft Excel / Google Sheets Google Workspace Restaurant administration Vendor management Multi-company or family-office environments
LONG-TERM OPPORTUNITY
We are looking for a long-term team member who wants to learn the businesses, build trust with the owner, and grow into a significant administrative and operational role within the organization. This position offers the opportunity to become an integral part of the day-to-day operations of multiple businesses and take on increasing responsibility as knowledge, trust, and experience develop.
