Executive Operations Coordinator

Executive Operations Coordinator
Hybrid | Orange County

Agathus Studios is a boutique real estate investment and interior design firm operating at the intersection of luxury development, thoughtful design, and media. We specialize in transforming high-end single-family residences and are building a brand rooted in intentional living, craftsmanship, and long-term growth.

Recent project: https://www.youtube.com/watch?v=kYXDxnnj8fI
Instagram: https://www.instagram.com/agathusstudios

We are seeking an Executive Operations Coordinator to work directly with the Founders and serve as a central organizing force across operations, logistics, and communication.

This role exists to protect the Founders’ time, bring structure to moving parts, and ensure projects and priorities move forward with clarity and accountability.

This is not a passive support role. We are looking for someone who can think critically, anticipate problems, and proactively propose solutions — not simply execute tasks as assigned. It is ideal for someone who is sharp, highly organized, emotionally mature, and eager to grow into increasing operational responsibility over time.

What You’ll Be Responsible For
(Responsibilities include, but are not limited to):

Executive & Administrative Support

• Manage company-wide and Founders’ calendars with foresight and precision
• Triage inboxes and draft clear, professional communications
• Coordinate business and personal travel logistics end-to-end
• Track follow-ups, commitments, and key deadlines to ensure nothing slips
• Maintain organized digital and physical records
• Handle phone calls and correspondence with professionalism
• Conduct targeted research related to business development and operations, and prepare accurate, well-organized summaries to support founder decision-making

Operations & Coordination

• Support internal cross-team coordination
• Monitor expense tracking and coordinate with bookkeeping support
• Track receivables, payables, renewals, insurance, and compliance deadlines
• Help build and maintain internal SOPs and shared systems
• Oversee office and gallery logistics, including supply ordering, pantry management, and maintaining an organized workspace
• Coordinate planning and logistics for company events, team gatherings, and business travel

Support planning and execution of internal events or initiatives

Founder & Personal Logistics

• Provide occasional on-site logistical support for the Founders, including personal coordination tasks
• Assist with scheduling appointments, trip planning, and key life logistics
• Support thoughtful gift sourcing and special projects as needed

This is a high-trust role requiring discretion, sound judgment, and integrity.

Who You Are:

• Highly organized with strong attention to detail
• Emotionally steady and composed under pressure
• Strong written and verbal communicator with refined, professional tone
• A critical thinker who can assess situations, weigh options, and propose solutions independently
• Proactive and able to anticipate needs
• Adaptable and comfortable shifting priorities in a fast-moving environment
• High personal accountability and follow-through
• Motivated to grow alongside a scaling company
• Comfortable receiving constructive feedback and sharing thoughtful ideas for improvement

Experience supporting executives, founders, or working in real estate, design, startups, or creative environments is a plus — but we care most about judgment, work ethic, and capability.

Growth Opportunity

As the company grows, there is meaningful opportunity for this role to expand into broader operational leadership for the right candidate.

Requirements:

• Bachelor’s degree
• Based in Orange County
• Valid driver’s license and reliable transportation
• Authorized to work in the U.S.
• Comfortable with regular on-site presence in Costa Mesa and Tustin
• Comfortable interacting with Executive's family and pets
• Must be able to pass a comprehensive background check

Compensation & Benefits:

• Full-time role
• Salary commensurate with experience
• Paid time off401(k) with employer matching
• Holiday and performance-based bonuses

How to apply:

Please email your resume, cover letter, and references (ideally from individuals you have directly supported in an executive or leadership capacity) to careers@agathus.com

Due to the high volume of interest, we may not be able to respond to every application. Only candidates whose experience most closely aligns with the role will be contacted. We truly appreciate your interest and the time taken to apply.

Job Type: Full-time

Pay: $68,000.00 - $95,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Location:

• Costa Mesa, CA 92628 (Preferred)

Ability to Commute:

• Costa Mesa, CA 92628 (Required)

Work Location: Hybrid remote in Costa Mesa, CA 92628