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Role Description

The CEO of a multi-venture firm operating across Real Estate Investment, Private Equity, and Advisory requires a highly organized and proactive Executive Assistant to serve as a force multiplier across multiple initiatives. This role focuses on managing activity, information flow, and operational coordination so the CEO can concentrate on deals, strategic decisions, and board-level responsibilities.

• Organize communications, track follow-ups, coordinate schedules, and maintain visibility across projects.
• Ensure that critical tasks, meetings, and deadlines are executed efficiently across multiple teams and ventures.
• The ideal candidate is detail-oriented, reliable, and comfortable working in a fast-paced environment.

Key Responsibilities

• Calendar Management & Executive Gatekeeping
  • Manage a complex, multi-entity executive calendar across several companies and projects.
  • Actively vet meeting requests and prioritize scheduling based on business impact.
  • Protect designated “deep work” blocks to ensure uninterrupted strategic work time.
  • Coordinate internal and external meetings while preventing scheduling conflicts.
  • Ensure meeting materials, briefs, and presentations are prepared and organized at least 24 hours prior to meetings.
• Inbox & CRM Management (Zoho)
  • Monitor the executive’s inbox to identify urgent communications and filter lower-priority messages.
  • Draft responses, organize email threads, and ensure communications are addressed promptly.
  • Maintain CRM records in Zoho CRM, including meeting notes, relationship updates, and follow-up tasks.
  • Ensure every contact, conversation, or opportunity has a clearly documented next step within the CRM.
• Deal Flow & Document Coordination
  • Support the administrative side of real estate and private equity acquisition projects.
  • Organize and maintain digital deal rooms and project documentation.
  • Track the status of key documents such as NDAs, LOIs, and transaction-related files.
  • Manage document signature workflows using tools such as DocuSign or Adobe Sign.
  • Ensure that all relevant parties complete required documentation in a timely manner.
• Task Tracking & Proactive Follow-Up
  • Track action items from meetings, discussions, and project updates.
  • Convert priorities into scheduled tasks or calendar blocks for execution.
  • Ensure follow-ups are completed without requiring prompts from the executive.
  • Maintain organized task lists across ventures and internal teams.
  • Use meeting notes and AI-generated summaries to ensure action items are properly assigned and tracked.
• Financial & Board Coordination
  • Assist with financial organization using QuickBooks across multiple entities.
  • Maintain and update budgets within QuickBooks and track budget vs. actual reports.
  • Coordinate periodic financial review meetings with the executive.
  • Assist with the preparation of board packets, including organizing financial summaries, reports, or presentation materials.
• Travel & Administrative Coordination
  • Coordinate travel logistics including flights, accommodations, and itineraries.
  • Organize travel schedules to minimize disruption to business commitments.
  • Coordinate with existing travel agents when necessary.
  • Assist with occasional personal scheduling and logistics when required.

Qualifications

• Previous experience supporting executives, founders, or C-level leaders.
• Experience managing complex calendars and high-volume communications.
• Familiarity with CRM platforms (Zoho preferred).
• Experience with QuickBooks or basic financial tracking.
• Strong organizational, project coordination, and follow-up skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities in fast-paced environments.
• Experience supporting real estate, finance, or investment-related work is a strong advantage.
• High level of discretion, professionalism, and reliability.

Working Environment

• Fully remote role supporting a U.S.-based executive.
• Work schedule aligned with U.S. time zones.
• High-trust environment with strong accountability expectations.
• Opportunity to support a CEO managing multiple ventures and strategic initiatives.
• Role may evolve as operational needs and deal activity expand.