Administrative Assistant

POSITION OVERVIEW We are seeking a highly organized, proactive, and resourceful Executive Assistant to support the CEO across multiple business entities spanning commercial real estate, facility services, and hospitality. This role requires someone who can operate independently, anticipate needs, and manage both business and personal priorities with discretion and precision.

This is a high-trust, high-impact role. You will be the right hand to the CEO — managing the chaos so leadership can focus on growth ESSENTIAL FUNCTIONS Day-to-Day Administrative Support Inbox management and email triage — filter, flag, draft responses

Calendar management and scheduling across multiple entities

Meeting prep, agendas, and post-meeting recaps with action items

Travel planning and booking (flights, hotels, ground transport)
Expense tracking and reporting

Follow-up tracking and reminders — ensure nothing falls through the cracks

Document organization and filing (digital and physical)
Drafting emails and communications on behalf of the CEO Business Operations Support Research, reporting, and documentation for deals and projectsCRM management and pipeline updates

Vendor sourcing and management

Invoicing and accounts-receivable follow-up Hiring support: sourcing, screening, and scheduling interviews SOP creation and process documentation

Project and deadline tracking across all entities

Team coordination and internal communications

Sales & Marketing Support Lead list building and enrichment

Outreach and follow-up sequences

Social media scheduling and posting

Content production logistics

Podcast and video editing coordination

Review and reputation management

Event and webinar logistics

Basic reporting on what's working

Personal & Household Management Appointments and reservations

Gift research, purchasing, and shipping

Family calendar coordination

Vacation and travel planning

Errand and delivery coordination

Home service provider management

Subscription and bill management QUALIFICATION AND SKILLS Required Qualifications Experience supporting a founder, CEO, or senior executive — ideally in a multi-entity environment

Exceptional organizational skills and attention to detail

Strong written and verbal communication

Proficiency with Google Workspace, Microsoft Office, CRM tools, and project management platforms

Ability to handle confidential information with absolute discretion

Self-starter who takes initiative without waiting to be told Comfortable managing both professional and personal tasks

Preferred Qualifications Familiarity with commercial real estate, property management, or franchise operations

Experience with social media management and content scheduling tools

Background in bookkeeping or basic accounting (Quick Books, invoicing)
Notary public or willingness to obtain EDUCATION AND EXPERIENCE3+ years of experience as an Executive Assistant, Chief of Staff, or similar role

High School Diploma, or greater

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.

QUALIFICATION AND SKILLS Required Qualifications Experience supporting a founder, CEO, or senior executive — ideally in a multi-entity environment

Exceptional organizational skills and attention to…