Job Description

Executive Assistant

Los Angeles, CA

Full-Time, On-Site

Reports to: Founder / Principal

About the Company

We are a fast-growing, vertically integrated real estate platform with operations across development, construction, & property management. The business is active across multiple projects, entities, & stakeholders at any given time, with a strong reputation for high standards, entrepreneurial thinking, & executional excellence.

This is a high-performance environment where details, reliability & speed matters. The team is lean, hands-on, & deeply invested in building a best-in-class platform.

Role Overview

This is a high-trust, highly operational role at the center of a fast-moving real estate business. You will serve as the primary administrative & operational support to the Founder / Principal, while also helping drive day-to-day office management, accounts payable coordination, project administration, & HR support across multiple business lines.

We are looking for someone who wants to own this seat long term. Someone who takes pride in being the backbone of a growing company, enjoys bringing structure to busy environments, pays close attention to detail, & is always willing to step in and help wherever needed.

Success in this role comes from consistency, follow-through, discretion, sound judgement, & a genuine desire to keep the business operating smoothly.

Key Responsibilities

Executive & Personal Support

• Manage the Principal’s calendar, schedule meetings, send invites, & proactively resolve scheduling conflicts
• Coordinate business & personal travel, including flights, hotels, ground transportation, & logistics
• Handle personal errands & administrative tasks that support the Principal’s day-to-day effectiveness
• Obtain a notary license, if not already held, & serve as an in-house notary for company documents

Accounts Payable & Administrative Finance Support

• Monitor the company billing inbox, review incoming invoices, & route them accurately
• Process invoices, maintain clear notes, & ensure correct coding across entities & budget lines
• Support check runs, payment tracking, vendor communication, & document organization
• Follow up with internal team members to ensure receipts, backup, & supporting documentation are submitted on time
• Maintain organized vendor records, payment files, & accounting-related documentation
• Assist with logging incoming payments, recordkeeping, & periodic reconciliation support

Office Administration

• Maintain a highly organized, professional office environment
• Oversee office supplies, vendors, general upkeep, & administrative systems
• Own digital filing systems across multiple entities & enforce strong document discipline internally
• Support onboarding, employee file management, insurance tracking, & general HR administration
• Help maintain compliance records for subcontractors, consultants, & vendors
• Track internal workflows, action items, & project management boards to ensure deadlines & statuses remain current

Project & Operational Support

• Assist with contract administration, document distribution, & project file organization
• Update budgets, tracking logs, & summary reports as contracts are executed
• Maintain compliance documentation, including insurance, W-9s, licenses, & related records
• Coordinate purchasing support, permit-related payments, draw package organization, & document collection
• Follow up with project teams to ensure approvals, invoices, & supporting materials are received on time
• Review project documentation for completeness, accuracy, & consistency

Qualifications

Required

• Extensive experience in an Office Manager, Executive Assistant, Administrative, or Operations role
• Basic QuickBooks proficiency, including bills, invoices, payments, & transaction lookups
• Working knowledge of accounts payable processes
• Strong Excel / Google Sheets skills, with the ability to build & maintain organized trackers
• Comfortable learning new software platforms & troubleshooting independently when needed
• Excellent organizational skills with strong attention to detail
• Calm, professional demeanor with the ability to manage competing priorities
• Proactive mindset with a strong sense of ownership
• Strong judgement, follow-through, & ability to connect the dots across multiple moving pieces
• Comfortable handling occasional work-related errands or local administrative tasks
• Strong working knowledge of Dropbox, Google Drive, or similar file management tools
• Notary license, or willingness to obtain one shortly after hire

Preferred

• Experience in real estate, construction, development, architecture, or property management
• Familiarity with Procore, Asana, Plate IQ, Spend IQ, or similar tools
• Experience supporting multiple LLCs, entities, or business units
• Exposure to real estate transactions, escrow, title, or closing documentation
• Familiarity with fund control, draw packages, or construction lending processes

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