Executive Assistant & Office Operations Coordinator

Brown & Firm is a multidisciplinary strategy and advisory firm that helps organizations navigate growth, operations, communications, governance, branding, compliance, and complex business challenges. We believe exceptional organizations are built through thoughtful leadership, integrity, operational excellence, and meaningful impact. We are looking for someone who enjoys building systems, organizing chaos, and helping an ambitious founder execute big ideas. The Executive Assistant serves as the operational backbone of the Founder. This role combines executive support, office management, project coordination, client services, and administrative leadership. The ideal candidate is organized, proactive, discreet, technologically savvy, and capable of managing multiple priorities with minimal supervision. Executive Assistant & Office Operations Coordinator Reports To: Founder & Managing Director Location: Remote (Massachusetts Preferred) Pay: Hourly Base Pay + Commission Bonuses (2.5% Admin Closing Bonus) Core Responsibilities: Executive Support - Manage executive calendar - Schedule meetings - Coordinate travel - Prepare meeting agendas - Prepare briefing packets - Manage daily priorities - Screen incoming calls - Manage email inboxes - Track deadlines - Prepare expense reports - Coordinate speaking engagements Administrative Support - Prepare professional documents - Format reports - Proofread proposals - Prepare presentations - Create meeting minutes - Maintain digital filing systems - Organize contracts - Maintain document libraries - Print and assemble client packets - Create SOPs - Update internal templates Client Services - Coordinate onboarding - Prepare engagement letters - Manage CRM - Track invoices - Schedule consultations - Maintain client files - Send appointment reminders - Prepare welcome packets - Coordinate follow-up communications - Marketing Support - Schedule social media posts - Coordinate photographers - Coordinate videographers - Track content calendar - Maintain media contacts - Organize press materials - Update website content - Coordinate newsletters - Maintain brand assets - Assist with event planning - Real Estate Operations - Schedule showings - Coordinate inspections - Manage transaction deadlines - Communicate with lenders - Communicate with attorneys - Coordinate title companies - Maintain MLS paperwork - Track commission payments - Prepare buyer packets / seller packets Technology You'll Use Microsoft 365 Google Workspace Canva Adobe Acrobat DocuSign Google Drive Zoom QuickBooks Stripe Clio (future) Follow Up Boss LinkedIn ChatGPT Claude Base44 MailChimp