Executive Assistant – Operations Coordinator

🔥 15 minutes ago

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OptiNizers

WebsiteLinkedInAll Job Openings

1 - 10 employees

Founded 2021

🤝 B2B

☁️ SaaS

👥 HR Tech

B2B • SaaS • HR Tech

OptiNizers is a company dedicated to helping businesses thrive by providing a range of remote talent services including executive virtual assistants, customer service, social media management, and graphic design. They emphasize optimizing and organizing business tasks to alleviate bottlenecks, enhance efficiency, and support growth. OptiNizers partners with clients to turn their business aspirations into reality, positioning themselves as allies in the entrepreneurial journey.

📋 Description

• Manage calendars, scheduling, and meeting coordination • Assist with inbox management, email prioritization, and follow-up tracking • Coordinate travel arrangements, logistics, and itineraries when needed • Organize daily priorities and task management workflows • Support communication and scheduling with stakeholders, consultants, and partners • Assist with ongoing project tracking across multiple business initiatives • Coordinate with vendors, consultants, contractors, and service providers • Maintain project documentation, contact databases, and organizational systems • Support project timelines, task tracking, and operational follow-through • Help develop and improve internal processes, SOPs, and documentation • Conduct research on business opportunities, vendors, services, and operational needs • Gather information and prepare summaries, reports, and recommendations • Support data organization, document management, and recordkeeping • Assist with special projects and ad hoc administrative tasks • Utilize AI tools to improve efficiency, research, documentation, and workflow management • Assist in identifying opportunities for automation and process improvements • Support implementation of AI-assisted operational systems when applicable • Continuously learn and adopt new tools that improve productivity and execution • Communicate professionally with external contacts, partners, and stakeholders • Assist with scheduling, appointment coordination, and follow-up communication • Provide regular task status updates and progress reports • Maintain responsiveness, accountability, and proactive communication • Assist with personal scheduling, logistics, and administrative coordination • Support family-related planning, scheduling, and organizational tasks when needed • Help manage travel arrangements, reservations, and personal projects • Coordinate miscellaneous administrative and operational requests

🎯 Requirements

• Must-Have Previous Executive Assistant, Operations Coordinator, Project Coordinator, or Administrative support experience • Previous experience supporting real estate development, construction, project management, real estate investment, consulting, or similar project-based industries • Understanding of project-based workflows, documentation management, and operational coordination (leasing or property management experience alone is not sufficient) • Experience using AI tools such as ChatGPT, Claude, or similar platforms • Exceptional organizational and time-management skills • Strong attention to detail and follow-through • Excellent written and verbal English communication skills • Strong problem-solving and research abilities • Experience managing calendars, inboxes, and executive priorities • Comfortable working with multiple projects and shifting priorities • Ability to work independently and take ownership of outcomes • High level of professionalism and discretion

🏖️ Benefits

• Fully remote role • Part-time opportunity with potential to grow into a full-time position • Flexible but highly responsive work environment • Daily communication and regular check-ins with leadership • Fast-paced entrepreneurial environment supporting multiple businesses and projects • Opportunity to help build systems, processes, and operational infrastructure • Long-term growth potential for the right candidate