Executive Assistant [Operations Generalist]

Location: Work from Home
Type of Employment: Full-time
Work Shift: US Business Hours

About Us

OurAssistants connects businesses with top-tier Virtual Assistants (VAs) to streamline operations and enhance productivity. We specialize in matching skilled professionals to various industries, ensuring a seamless remote work experience. Join us and be part of a dynamic team that values excellence and innovation. Learn more at ourassistants.com.

About the Role

We are seeking a proactive, detail-oriented, and assertive Operations Generalist to support and enhance the daily operations of our real estate business. Acting as the second-in-command to operations leadership, this role is critical in executing administrative tasks, streamlining systems, and supporting asset management activities.

The ideal candidate is highly organized, independent, and solutions-drivensomeone who thrives in a fast-paced environment, has a natural ability to interpret data, and brings structure and consistency to operational workflows.

Key Responsibilities

Administrative & Operational Support

• Perform heavy administrative work to support daily business operations.

• Schedule and coordinate meetings, ensuring communication flows efficiently across teams.

• Serve as the operational point person for internal coordination, task execution, and follow-up.

• Assist in managing the different phases of operational systems and business processes.

Asset Management Support

• Support operational activities related to assets (not direct property management).

• Track asset-related data and help maintain performance dashboards.

• Coordinate with internal teams and vendors to support asset-level projects.

SOPs, Workflow, and Systems Building

• Build, document, and maintain Standard Operating Procedures (SOPs) and internal workflows.

• Identify areas for improvement and help implement scalable operational systems.

• Support light technical operations, including system enhancements and process automation.

Reporting and Data Analysis

• Generate and manage reports using Microsoft Excel for tracking operational performance.

• Analyze operational data to provide insights and support informed decision-making.

• Maintain structured documentation to support risk mitigation and compliance.

Basic Bookkeeping and Financial Support

• Support light financial tasks including expense tracking and data entry.

• Maintain organized records in tools like QuickBooks Online (QBO).

• Understand and interpret basic Profit and Loss (P&L) statements to support operational reporting.

• Collaborate with leadership to provide context for financial data during planning and review.

Project, Transaction, and Risk Coordination

• Assist in transaction coordination, including documentation tracking and stakeholder communication.

• Support project timelines by coordinating between internal departments and external partners.

• Contribute to identifying operational risks and help implement mitigation strategies.

Ideal Candidate Profile

• Assertive and organized with a strong sense of ownership and accountability

• Proactive and solutions-focused; anticipates issues and resolves them independently

• Detail-oriented and consistent, with a commitment to documentation and process

• Analytical and able to interpret data for strategic decision-making

• Process-driven and comfortable creating order and structure from scratch

• Strong communicator with the ability to collaborate across teams and departments

• Capable of managing multiple tasks in a fast-paced, dynamic environment

Qualifications

• 3+ years of experience in operations, administration, or coordination roles

• Background in real estate or asset management preferred

• Proficiency in Microsoft Excel (pivot tables, formulas, tracking sheets)

• Basic bookkeeping knowledge; familiarity with QuickBooks Online (QBO) preferred

• Experience in SOP creation, workflow documentation, and operational systems

• Strong written and verbal communication skills

• Tech-savvy with a willingness to learn new tools and platforms