Senior Director of Operations; Back Office & Personal Assistant

Position:
Senior Director of Operations (Back Office) & Personal Assistant

Location:

LATAM

Work Schedule:

9am-6pm-EST

Salary:
Market Related

We are a high-performing, multi-faceted organization overseeing an elite portfolio of real estate businesses, strategic asset investments, and entrepreneurial ventures. Driven by efficiency, modern infrastructure, and high operational standards, we manage residential and commercial assets while continuously pursuing new acquisition opportunities.

We operate in a fast-paced environment where execution, extreme organization, and seamless logistical management are paramount. We are seeking a highly sophisticated, exceptionally competent, and deeply proactive Senior Director of Operations (Back Office) & Personal Assistant to serve as the organizational anchor for our leadership team.

This is a dual-focus, high-impact leadership and support position. You will act as the ultimate strategic partner, gatekeeper, and operational engine for the business owner.

On the Operations side, you will fully own the back-office ecosystem—architecting workflows, optimizing asset management tracking, and ensuring our real estate portfolios and business entities run with absolute precision. On the Personal Assistant side, you will manage executive logistics, lifestyle management, and critical communications with total discretion and speed.

• Role Type:
  Full-Time (Hybrid / Remote options depending on alignment)
• Core Objective:
  Establish complete administrative control over the back office, streamline the owner’s schedule, and eliminate operational friction before it reaches executive attention.

• Process & Workflow Architecture:
  Audit, build, and maintain standard operating procedures (SOPs) across our real estate entities to optimize asset onboarding, transaction coordination, and vendor management.
• Portfolio & Asset Tracking:
  Oversee the data integrity of our real estate portfolios, ensuring lease agreements, property documentation, insurance policies, and corporate filings are meticulously organized and up to date.
• Financial Administration:
  Coordinate with bookkeepers, accountants, and legal teams to streamline accounts payable/receivable, track project budgets, and compile operational financial reports for executive review.
• Vendor & Contractor Management:
  Act as the primary point of escalation for external property managers, contractors, brokers, and legal counsel, ensuring deadlines are met and service standards are maintained.

• Gatekeeping & Calendar Mastery:
  Manage complex, fluid professional and personal calendars. Proactively protect the owner’s time, prioritize high-value meetings, and eliminate scheduling conflicts.
• Communication Management:
  Filter, prioritize, and draft executive correspondence. Respond to critical emails, inquiries, and inbound real estate opportunities with professional clarity and speed.
• Lifestyle & Logistics Coordination:
  Oversee personal logistics, including high-end travel planning, personal property management, vehicle maintenance tracking, and specialized lifestyle administrative tasks.
• Special Projects:
  Independently research, analyze, and execute strategic ad-hoc assignments, ranging from analyzing potential real estate acquisitions to organizing private events.

• Experience:
  
  5–7+ years of executive operations, project management, or senior-level assistant experience, specifically supporting high-net-worth individuals, executives, or multi-entity real estate enterprises.
• Real Estate Acumen:
  Strong foundational knowledge of real estate business operations, transaction life cycles, and asset documentation.
• Technical Mastery:
  High fluency across modern project management and workspace tools (e.g., Asana, Notion, Click Up, Google Workspace, advanced CRM platforms, and real estate management software).
• Communication Demeanor:
  Exceptional verbal and written communication. You possess a calm, commanding, yet highly collaborative tone and can interface confidently with premium clients, partners, and vendors.
• Mindset & Ownership:
  Deeply resourceful, detail-obsessed, and entirely self-directed. You operate with a high degree of emotional intelligence, discretion, and a natural instinct to anticipate needs before they arise.