Executive Administrative Assistant

Overview
We are a small, tight-knit team seeking a highly experienced Administrative / Executive Assistant to work directly under the CEO, a real estate developer and investor. This role is designed to support executive-level organization, reconciliation of past financial and administrative matters, and ongoing compliance across multiple entities. The majority of this role will focus on helping the CEO and leadership team organize, reconcile, and close out historical items including prior loans, tax-related matters, and outstanding cases. In addition, the role may include organizational support related to the final phases of a hotel development and construction project, including document management and coordination, as needed. This is an independent contractor (1099), hourly role for someone who is intuitive, highly organized, and able to operate with little to no training. You must be comfortable stepping into complex, partially built systems and bringing clarity, structure, and follow-through.

Responsibilities

• Provide direct administrative and executive support to the CEO
• Organize, sort, categorize, and maintain large volumes of physical and digital business records
• Create and maintain comprehensive filing systems for multiple business entities
• Scan, upload, index, and archive documents to ensure records are properly stored and easily retrievable
• Assist with tax preparation support, including document gathering, organization, and coordination with CPAs, as well as online and in-office filings
• Support SBA / EIDL loan administration, including organizing historical loan records, correspondence, repayment details, and assisting with lender or advisor coordination
• Help track, organize, and follow up on outstanding legal, financial, or government matters at the city, state, or federal level
• Organize and maintain mainly physical and digital filing systems, trackers, and records
• Support final-phase organization related to a hotel and construction project, including document coordination and administrative follow-through
• Organize and maintain records related to ongoing real estate, hotel, and construction projects
• Manage contracts, permits, invoices, change orders, plans, reports, and project correspondence
• Create and maintain spreadsheets, trackers, logs, and databases for ongoing record management
• Assist with ongoing executive priorities and special projects as needed

Qualifications

• Minimum 3 years of Executive Assistant experience, supporting founders, principals, or C-level executives
• Strong accounting and financial literacy, with experience handling tax documents, loans, and financial records
• Prior experience supporting tax-related matters and working with CPAs or accountants
• High level of discretion and comfort handling confidential and sensitive information
• Exceptionally organized, detail-oriented, and process-driven
• Intuitive, proactive, and able to anticipate executive needs
• Fast learner who can operate independently with minimal oversight
• Strong listener and clear communicator

Job Types: Full-time, Contract

Pay: $30.00 - $40.00 per hour

Work Location: In person