Executive Assistant & Operations Manager

The Opportunity

We are looking for a high-capacity, proactive Executive Assistant & Operations Manager to work directly alongside the CEO of a growing West Michigan real estate organization encompassing residential real estate, wholesale acquisitions, and fix-and-flip investments.

This is not a traditional administrative assistant position.

We are looking for someone who wants to become a true right hand to the CEO—someone who can take ownership, solve problems, build systems, manage people and projects, and help turn ideas into execution. The right person will initially take significant administrative responsibility off the CEO’s plate while quickly growing into greater operational ownership.

Our goal is simple:
free the CEO to focus on the highest-value activities in the business while you help make sure everything else gets done.

• Take ownership of the CEO’s calendar, scheduling, appointments and meeting coordination.
• Manage and organize the CEO’s email inbox, identify priorities, draft responses and independently handle communications when appropriate.
• Protect the CEO’s time by determining what requires her involvement and what can be handled independently.
• Prepare presentations, reports, spreadsheets, meeting materials and other executive communications.
• Maintain organized contacts, information and documentation.
• Anticipate needs rather than waiting to be assigned every task.
• Follow up on decisions and commitments to ensure things actually get completed.

• Identify inefficiencies and build systems that make the businesses easier to operate and scale.
• Create, document and improve SOPs and workflows.
• Own implementation of new systems and processes.
• Track projects, deadlines and priorities across the organization.
• Help establish accountability and reporting so leadership has visibility without needing to be involved in every detail.
• Coordinate with agents, contractors, vendors, the transaction coordinator and other team members as needed.

• Oversee our virtual assistant responsible for social media and marketing execution.
• Establish priorities, deadlines and expectations.
• Review work for accuracy, quality and brand consistency.
• Track marketing initiatives and results.
• Ensure ideas move from concept to execution without requiring constant CEO involvement.

• Work alongside our bookkeeper to prepare for regular P&L reviews.
• Organize financial reporting so leadership can quickly understand business performance.
• Identify unnecessary expenses and opportunities to improve profitability.
• Help establish budgets, reporting and expense controls.
• Track important business KPIs and provide consistent reporting to leadership.

You do not need to be an accountant, but you must be comfortable with numbers, spreadsheets and understanding the financial side of a business.

This is where this position goes beyond a traditional Executive Assistant role. You’ll be given business objectives and expected to help figure out how to make them happen. For example:

“Build a vendor partnership program that creates an additional revenue stream for the company.”

• Developing new revenue opportunities
• Improving lead-management systems
• Reducing operating expenses
• Improving marketing ROI
• Creating better reporting and accountability
• Evaluating vendors and technology
• Implementing new systems
• Improving processes across our retail, wholesale and fix-and-flip businesses

You’re likely a strong fit if you:

• Have approximately 5+ years of professional experience in executive support, operations, project management, business management or a similar high-responsibility role.
• Are extremely organized and naturally…