Job Description: Executive Operations Coordinator

Job Overview

The Executive Operations Coordinator provides high-level tactical, operational, and administrative support to the CEO and executive team, overseeing multiple distinct entities (including Construction, Design & Construction Project Management, Millwork Sales & Project Management, and Sales/Marketing).

This is not a traditional, reactive administrative role. We are seeking a proactive, hands-on operator who anticipates needs, thrives in a fast-paced environment, and can seamlessly balance structured routine tasks with unpredictable, ad-hoc projects. You will serve as the central hub of our operations, managing complex inbox ecosystems and ensuring the executive team stays organized, on schedule, and highly efficient.

• Work Schedule: 40 hours per week, Monday to Friday, 8:30 am to 5:30 pm Eastern Time (New York)
• Employment Type: Full-Time / Independent Contractor

Key Responsibilities

1. Advanced Inbox & Communication Management

• Multi-Inbox Ownership: Proactively manage, sort, and filter approximately 10 distinct email accounts for the CEO, ensuring critical items are prioritized and clutter is cleared.
• Drafting & Gatekeeping: Draft high-quality emails, follow-ups, and correspondence on behalf of the CEO and other executive team members, maintaining a professional and consistent voice.
• Action Tracking: Identify action items hidden within emails, log them into task trackers, and follow up with internal and external stakeholders to ensure completion.

2. Operations & Administrative Support

• Dynamic Calendar Management: Masterfully manage complex executive calendars, resolve scheduling conflicts proactively, and provide timely meeting reminders.
• Meeting & Agenda Prep: Prepare detailed meeting agendas, briefs, and summaries. Draft, format, and distribute high-level reports and PowerPoint presentations.
• Ad-Hoc Projects & Research: Deep-dive into ad-hoc research requests, coordinate personal and business travel arrangements (domestic and international), and handle unpredictable daily requests with agility.
• Digital Organization: Maintain a strict electronic filing system on SharePoint, adhering to company naming conventions.

3. Financial & Compliance Guardrails

• Insurance Compliance (COIs): Own the end-to-end tracking and collection of vendor Certificates of Insurance (COIs). Maintain a zero-lapse compliance log, upload documents to Procore, and liaise with our outsourced insurance consultant to onboard new subcontractors.
• Timesheet & Invoice Support: Function as backup/support to the Controller as needed to collect, audit, and log employee timesheets into a detailed project time tracker. Support the Controller with the digital filing, logging, and organization of invoices.

Requirements & Qualifications

• Experience: 8–10+ years of experience as an Executive Assistant, Operations Coordinator, or Senior Administrative Assistant.
• Industry Knowledge: Previous experience in Real Estate, Construction, Development, or Project Management is highly preferred.
• Mindset: A highly proactive, self-starting attitude. You don't wait for instructions; you anticipate bottlenecks and solve them independently.
• Tech-Savviness: * Expert proficiency in Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint, PowerPoint).

• Comfortable managing both Outlook and Gmail ecosystems simultaneously.
• Familiarity with AI tools (e.g., ChatGPT, Copilot) to optimize workflows is a major plus.
• Experience with Procore and QuickBooks Online is highly desirable.

• Prioritization: Exceptional ability to manage multiple competing priorities across different business entities without losing attention to detail.

Technical Requirements

• Microsoft 365 / SharePoint / Outlook
• Gmail / Google Workspace
• Procore
• QuickBooks Online