Executive Assistant Office Manager

Company Description HB Capital is a leading national capital advisory firm specializing in debt and equity capital placements for commercial real estate investors and developers. We provide tailored financing solutions for diverse projects, including new construction, value-add repositioning, and equity unlocking from stabilized assets. With deep expertise in commercial real estate and strong connections in the capital markets, we offer loan products such as construction loans, bridge loans, SBA and CMBS loans, and private capital solutions. Known for speed, creativity, and reliability, HB Capital serves clients in various asset classes like industrial, retail, mixed-use, multifamily, and land with loan sizes ranging from $2M to over $200M.

The Opportunity We’re seeking a highly organized, proactive Office Manager / Operations Lead to become the central nervous system of the business.

You will help manage communications, operations, CRM, marketing execution, virtual assistants, projects, vendors, and administrative logistics — freeing leadership to focus on growth, relationships, and strategy.

This Role Is Ideal For Someone Who

• Thinks three steps ahead, and moves fast with urgency
• Loves ownership and accountability
• Enjoys structure, systems, and follow-through
• Is tech-savvy and excited by AI, automation, and optimization
• Wants to grow with a founder-led company

Key Responsibilities

Operations & Executive Support

• Manage all incoming messages (email, text, DMs, phone calls)
• Answer and route inbound phone calls professionally
• Book meetings, manage calendars, coordinate travel and flights
• Organize Dropbox and internal documentation
• Assist with processing real estate closings and transaction coordination
• Support leadership with day-to-day execution and prioritization

CRM & Lead Management

• Add and manage leads in the CRM
• Ensure all leads are followed up with promptly
• Audit CRM activity and hold team members accountable to updates
• Follow up internally to confirm meetings, notes, and next steps are logged
• Help maintain clean, accurate data and workflows

Marketing & Communications

• Create Canva flyers and marketing materials
• Schedule and post content to social media platforms
• Write, schedule, and send newsletter and email campaigns
• Assist with content coordination and brand consistency

Team & VA Management

• Hire, onboard, and manage virtual assistants
• Audit VA hours, performance, and deliverables
• Create SOPs, task lists, and performance standards
• Manage projects across internal team members and contractors

Systems, Vendors & Innovation

• Coordinate with vendors and service providers
• Explore, test, and implement new AI tools and automation
• Improve workflows, systems, and internal efficiency
• Identify bottlenecks and proactively propose solutions

Who You Are

• Exceptionally organized with strong attention to detail
• Clear, professional communicator (written and verbal)
• Comfortable managing multiple priorities without dropping balls
• Tech-savvy (CRM, Google Workspace, Canva, Dropbox, scheduling tools)
• Confident managing people, projects, and deadlines
• Discretion, integrity, and professionalism are non-negotiable
• Experience in real estate, finance, or entrepreneurship is a plus — not required
• You take pride in being the person everything runs through

What Success Looks Like

• Leadership inboxes and calendars are calm, organized, and controlled
• CRM is clean, updated, and actively used by the team
• Leads are followed up with quickly and professionally
• VAs are productive, accountable, and aligned
• Marketing execution is consistent and polished
• Projects move forward without constant reminders
• The company runs smoother because you’re in the seat

Why This Role Is Special

• Work directly with a high-performing CEO and founder
• Real ownership and influence inside a growing firm
• Exposure to commercial real estate, capital markets, and entrepreneurship
• Opportunity to grow into a senior operations or chief of staff-type role
• Culture built on trust, accountability, excellence, and growth

How to Apply

Please Submit

• Your resume
• A short note explaining why you’d be exceptional in this role
• Examples of systems, teams, or projects you’ve managed (if applicable)

Only candidates who thrive in fast-paced, high-standards environments should apply.

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