Executive Assistant

About the Role

We operate multiple businesses across different industries, including a construction/ building operation, multiple retail locations, and a shopping center. This is a fast-moving environment with a constant flow of decisions, logistics, and financial activity.

We are looking for a highly capable Executive Assistant who can bring structure, organization, and leverage through technology, automation, and smart systems. This is not a passive admin role—you will be expected to think, optimize, and execute.

Key Responsibilities

Administrative & Operational Support

• Manage calendars, meetings, and priorities across multiple businesses
• Organize and streamline day-to-day administrative workflows
• Handle communications, emails, and follow-ups with internal teams and vendors
• Maintain organized digital systems for documents, contracts, and records

Bookkeeping & Financial Coordination

• Oversee bookkeeping workflows (QuickBooks or similar)
• Track expenses, invoices, and payments across entities
• Coordinate with accountants and ensure financial records are accurate and up to date

Technology, AI & Automation

• Implement and manage tools to automate repetitive tasks
• Use AI tools (ChatGPT, Zapier, etc.) to improve efficiency and reporting
• Identify bottlenecks and build systems to eliminate them
• Continuously improve workflows across all businesses
• Learn new POS systems

Marketing & Growth Support

• Assist with marketing initiatives (social media, local campaigns, promotions)
• Coordinate content creation and scheduling
• Track performance and suggest improvements

Project & Task Management

• Track ongoing projects and ensure deadlines are met
• Create systems for accountability across teams
• Act as a central hub for coordination between different business units

Ideal Candidate

• Highly organized and detail-oriented
• Tech-savvy and comfortable learning new tools quickly
• Experience with bookkeeping (QuickBooks or similar preferred)
• Familiar with AI tools and automation platforms (or eager to master them)
• Strong problem-solver who can work independently
• Excellent communication skills
• Able to handle confidential information with discretion
• Experience supporting a business owner or multiple operations is a big plus

Pay: $48,122.49 - $57,953.97 per year

Work Location: In person