Executive Assistant/Operations Manager

Posted yesterday

dayton street partnersMundelein (IL)

Executive Secretaries and Executive Administrative Assistants Other Activities Related to Real Estate

SENIORITY

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About the role

Job DescriptionExecutive Assistant / Operations Manager

Location: Chicago (River North), onsite Monday–Friday

Reports To: Principals

Type: Full-Time

About the Role: We're looking for a highly organized, proactive Executive Assistant / Operations Manager to serve as the quarterback of our business operations. This role goes well beyond calendar management. You'll be the right hand to the Principals: anticipating needs, coordinating key initiatives, and driving execution across the organization. This role suits someone who thrives in a fast-paced environment, takes charge without constant direction, and wants a central role in scaling a growing real estate business.

Key Responsibilities: Executive Support

Serve as the primary point of contact between the Principals and internal and external stakeholders
Manage the Principals' calendars and prioritize meetings
Prepare agendas, take concise notes, and drive follow-through on action items
Keep the Principals briefed with the right context, data, and updates to make quick decisions
Own internal projects, keeping deadlines on track and stakeholders aligned
Identify workflow gaps and recommend improvements

Communications & Brand

Draft correspondence, presentations, and reports
Maintain the company website, including content updates and listings
Manage the company's LinkedIn presence with a consistent brand voice

Real Estate Operations

Track deal flow and key timelines for acquisitions, leases, and dispositions
Support due diligence by gathering and organizing property documents, contracts, and vendor materials
Coordinate across acquisitions, asset management, the Principals, and third parties
Schedule property tours, inspections, and meetings
Maintain internal databases, project files, and document storage

Administrative & Financial

Open property bank accounts for new acquisitions and refinances
Prepare service contracts and engage vendors
Respond to tenant requests
Deposit rent checks and reconcile credit card statements
Handle travel planning and day-to-day office management
Coordinate with third party IT provider

Qualifications:

3+ years in executive support, chief of staff, or operations
Self-starter with a strong sense of ownership and accountability
Exceptional organization, communication, and problem-solving skills
Able to manage multiple priorities calmly
Discretion and professionalism with confidential information
Proficient in Microsoft Office (Outlook, Teams, Excel, PowerPoint, Word), Adobe, and WordPress; Rent Manager or similar property management software a plus
Experience with LLC formation and related filings
Illinois notary, or willing to become one within 120 days of start

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