Executive Assistant

Executive Assistant / Operations Coordinator

Help Build the Systems Behind a Growing Company

Location:
Toms River, NJ (In Person)

About Overbrook

Overbrook Asset Management is a vertically integrated multifamily real estate investment firm that acquires, owns, and operates apartment communities throughout the Southeast.

We're a growing company with thousands of apartment units under ownership, and we're looking for someone to work directly with our principals to help us stay organized, improve execution, and increase our capacity to grow.

This is not a traditional Executive Assistant role. While you'll handle many of the responsibilities you'd expect, you'll also play an important role in helping us build better systems, improve accountability, and keep the business moving forward.

Why This Role Exists

Like most growing companies, we have more priorities than time. We're looking for someone who enjoys bringing structure, organization, and follow-through to a fast-moving business.

This role exists to help increase the capacity of the principals to grow the firm. By keeping projects moving, making sure important meetings happen, organizing hiring, documenting expectations, and following up on commitments, you'll help free us up to spend more time building the business.

• Manage calendars, meetings, and travel for both principals.
• Organize business and personal to-do lists.
• Monitor emails and flag important follow-up items.
• Handle administrative and personal tasks as needed.

• Ensure recurring meetings happen—or proactively reschedule them.
• Prepare agendas and document meeting notes, decisions, expectations, and action items.
• Follow up on commitments until they're completed.
• Help the principals hold the team accountable by documenting expectations, tracking deadlines, and ensuring follow-through.
• Coordinate across accounting, operations, acquisitions, asset management, and other departments to keep projects moving.
• Help identify bottlenecks before they become problems.

• Ensure recurring meetings happen—or proactively reschedule them.
• Prepare agendas and document meeting notes, decisions, expectations, and action items.
• Follow up on commitments until they're completed.
• Help the principals hold the team accountable by documenting expectations, tracking deadlines, and ensuring follow-through.
• Coordinate across accounting, operations, acquisitions, asset management, and other departments to keep projects moving.
• Help identify bottlenecks before they become problems.

• Coordinate recruiting efforts, interviews, and candidate communication.
• Organize references and onboarding.
• Support hiring across the company.
• Take ownership of special projects that improve how the company operates.

One of the things that makes this role unique is the variety.

You'll have exposure to nearly every part of the business. One day you might be coordinating interviews, the next helping organize a refinance closing, preparing for an investor meeting, following up on operational initiatives with our property management team, or helping organize a new acquisition.

If you enjoy learning how a growing business operates and want a front-row seat to building a real estate investment firm, you'll find plenty of opportunities here.

• You prefer waiting for direction instead of taking initiative.
• Following up with people repeatedly sounds frustrating.
  
  This Role Probably Isn't For You If…
  • You prefer waiting for direction instead of taking initiative.
  • Following up with people repeatedly sounds frustrating.
  • You're uncomfortable reminding people about commitments.
  • You don't enjoy juggling multiple priorities at the same time.
  You'll Probably Thrive Here If…
  • You naturally create order from chaos.
  • You enjoy keeping people organized and accountable.
  • You have excellent follow-through.
  • You're comfortable respectfully pushing back when needed.
  • You take ownership instead of waiting to be told what to do.
  • You enjoy solving problems and improving systems.