Executive Assistant
13 hours ago
Los Angeles
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, • 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, • 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, • 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