Executive Assistant / Business Operations Assistant

EXECUTIVE ASSISTANT / BUSINESS OPERATIONS ASSISTANT

We are seeking a highly organized, dependable, and proactive Executive Assistant / Business Operations Assistant to work directly with the owner of multiple privately owned businesses, including real estate companies, restaurants, property management operations, and other business ventures.

This is a hands-on position for someone who is comfortable managing both executive administrative responsibilities and day-to-day business operations. The ideal candidate is extremely organized, detail-oriented, financially comfortable, computer proficient, and capable of managing multiple companies, projects, and priorities simultaneously.

SCHEDULE
Monday–Friday, approximately 10:00 AM–5:00 PM

POSITION TYPE
Full-Time | In-Office

REPORTS TO
Owner

PRIMARY RESPONSIBILITIES

Responsibilities will include, but are not limited to:

• Monitor the owner’s emails, identify important or time-sensitive matters, organize correspondence, and respond to emails when authorized.
• Communicate professionally with vendors, contractors, property managers, tenants, accountants, employees, insurance representatives, and other business contacts.
• Review and pay company bills while maintaining accurate and organized payment records.
• Monitor bank and checking account balances across multiple businesses.
• Assist with payroll preparation, payroll reporting, employee information, and related administrative responsibilities.
• Maintain accounts payable and ensure bills, invoices, and recurring obligations are handled accurately and on time.
• Review vendor invoices and verify that charges are accurate before payment.
• Maintain organized electronic files and records for multiple companies.
• Work extensively within Google Drive, including organizing folders, documents, invoices, leases, financial records, and other company information.
• Create, maintain, and update Excel and Google Sheets spreadsheets, including financial trackers, expense reports, vendor ledgers, property reports, and operating schedules.
• Prepare and assist with CAM reconciliations for commercial real estate properties.
• Track property-related expenses, including utilities, property taxes, insurance, landscaping, repairs, maintenance, waste services, management fees, and other CAM-related expenses.
• Assist with tenant records, leases, rent information, property expenses, and other property management responsibilities.
• Learn and become proficient with Buildium property management software. Prior Buildium experience is preferred, but qualified candidates must be willing and able to learn the system quickly.
• Monitor deadlines, outstanding invoices, open issues, vendor follow-ups, renewals, payments, and other matters requiring the owner’s attention.
• Assist with restaurant operations from an administrative standpoint, including invoices, vendor payments, payroll information, expenses, and business records.
• Prepare reports and summaries for the owner so financial and operational information can be reviewed quickly and efficiently.
• Consistently follow up with vendors and other parties until outstanding issues are fully resolved.
• Help coordinate appointments, meetings, documents, and day-to-day priorities for the owner.
• Handle sensitive financial and business information with complete confidentiality and discretion.
• Take ownership of assigned projects and follow them through to completion without requiring constant reminders.

QUALIFICATIONS

The ideal candidate should:

• Have prior experience as an Executive Assistant, Administrative Assistant, Business Manager, Property Management Assistant, Bookkeeping Assistant, or in a similar role.
• Be extremely organized and comfortable managing multiple businesses and priorities simultaneously.
• Have strong experience with Microsoft Excel and/or Google Sheets.
• Be proficient with Google Drive, Gmail, Google Docs, and general computer systems.
• Have experience reviewing invoices, paying bills, tracking expenses, and maintaining financial records.
• Have a basic understanding of bookkeeping and business accounting principles.
• Be comfortable working with numbers, bank balances, payroll information, invoices, and financial spreadsheets.
• Have experience with commercial real estate or property management. Experience preparing CAM reconciliations is strongly preferred.
• Have experience with Buildium or demonstrate the ability to lea…