Executive Assistant/Operations Coordinator

We are seeking a highly organized, proactive problem-solver with a strategic mindset, Executive Assistant & Operations Coordinator, to support the Owner/Founder of multiple companies in the real estate, property management, and maintenance sectors. In this role, you’ll manage and assist with executive-level tasks—such as scheduling across multiple email accounts and business calendars, executive meeting prep, business planning, coordinating HR/recruiting tasks, tracking compliance deadlines, and collaborating overall administrative efficiency with various team members.

The ideal candidate will act as the Owner/Founder’s “right hand,” providing high-level support while also delegating tasks as appropriate to the Office Administrator, Bookkeeper(s) for accounting-related tasks, Maintenance Supervisor or Maintenance Coordinator for maintenance-related issues. You’ll also participate in process improvements and help shape the continued growth of day-to-day operations.

Prior experience working in a small business environment, with a lean team and rapid expansion are ideal. The ability to adapt to shifting priorities, maintain a strong work ethic with a drive to succeed is crucial. We welcome candidates from diverse industries who excel in organizational leadership, multi-entity coordination, and a “roll up your sleeves” approach.

We’re a fast-growing small business with goals to continue that process. Candidates with experience in scaling businesses from under $1M to $5M in revenue will find significant growth and advancement opportunities in this role, as the company is positioned for substantial continued expansion. This will also require increased delegation and leadership as the organization expands.

Key Responsibilities

Executive & Business Support

• Oversee and manage multiple calendars and email inboxes, ensuring prompt responses and proper scheduling.
• Maintain and prioritize the Owner’s schedule, ensuring timely preparation of agendas, summaries, and follow-ups for meetings and events.
• Schedule and assist with preparation for team meetings and strategic planning sessions.
• Track key business initiatives and ensure deadlines and deliverables are met.
• Conduct market research, assist with budgeting, and provide strategic insights for business decisions.

HR & Recruiting

• Contribute feedback on and post job descriptions, coordinate candidate screening, interviews, and onboarding.
• Research and make recommendations for improvements in staff benefits (health insurance, retirement plans, etc.) that both improvement team satisfaction and maintain business profitability.
• Oversee onboarding processes in collaboration with other team members.
• Maintain employee records and assist with performance review processes.

Compliance & Administrative Coordination

• Review report and ensure operational metrics, business licensing deadlines, and local regulatory requirements are timely met and satisfied.
• Work with the owner and external consultants to refine and regularly update SOPs (e.g., transitioning to AppFolio, local and state law changes, etc.).
• Organize, safeguard, and oversee confidentiality of company documentation, and client financial information ensuring security and accessibility.

Team Leadership & Delegation

• Assign administrative and routine tasks (e.g., leasing activities, document processing, tenant/owner communications) to the Office Administrator to ensure seamless workflow across departments.
• Collaborate with Bookkeepers, Maintenance Supervisor, and external vendors to maintain quality of service and meet deadlines.
• Recommend and implement process improvements to enhance business efficiency and profitability.

Qualifications

• 3–5 years in an Executive Assistant, Operations Manager, or similar role with exceptional organizational and attention-to-detail. Skills working in an organization with multiple entities strongly preferred but not required.
• Advanced proficiency of Microsoft Office 365 (Outlook, Excel, Word, Sharepoint, OneNote)isrequired.
• Familiarity with property management software (AppFolio, Propertyware, etc.), Slack and other automation and productivity tools a plus, but not required training is available.
• Superior organizational and project-coordination abilities; comfortable juggling multiple priorities.
• Exceptional written and verbal communication skills, and confidentiality standards to be able to represent leadership and the companies professionally.
• Real estate industry background is beneficial but not required; willingness to learn is key.

Benefits

• Health Insurance: Medical/Dental
• Paid Time Off: Vacation days, sick leave, and paid holidays, in line with state/local regulations and company policy.
• Professional Development: Ongoing training, cross-training with specialized industry consultants, and opportunities to learn about real estate investing, property management, and maintenance projects.
• Retirement Plan: IRA, 401K options (to be added - evaluation of options pending)

Flexible Work Options: Occasional remote work and flexible schedule, subject to business needs.

Job Type: Full-time

Pay: $27.50 - $32.50 per hour

Expected hours: 40 – 50 per week

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday
• On call
• Overtime
• Weekends as needed

Application Question(s):

• Why do you think you are the best candidate for this job?
• Do you speak more than one language - if so, which are you most fluent or conversational to speak, read, and write?
• What hourly rate do you feel is appropriate for your experience and skills?
• Are you currently employed - if so what has you looking for another job?

Experience:

• Executive/Personal Assistant: 3 years (Required)

Ability to Commute:

• Des Moines, WA 98198 (Required)

Work Location: Hybrid remote in Des Moines, WA 98198

Salary : $28 - $33