Executive Operations Admin Coordinator

Executive Operations Coordinator Supporting COO & Property Experience Manager Job Offer & Position Overview Executive Operations Coordinator supporting the COO and Property Experience Manager within our fast-paced property management and real estate operations company. This role is designed to serve as a key extension of leadership by helping maintain organization, accountability, communication flow, SOP management, reporting, operational coordination, and project follow-through across multiple departments. We are looking for someone who thrives in organized chaos, enjoys problem-solving, loves creating structure, and can help turn conversations, meetings, trainings, Loom videos, and operational direction into actionable workflows and organized documentation. Position Details Position Title: Executive Operations Coordinator Employment Type: Full-Time Classification: 1099 Independent Contractor Schedule: Monday through Friday Time Zone Requirement: EST Flexible start time between 8:00 AM – 10:00 AM EST Opportunity for growth and expanded responsibilities over time based on performance, reliability, and operational impact Roles & Responsibilities Executive & Administrative Support Assist leadership with day-to-day operational organization and follow-through Draft meeting recaps, action items, and leadership summaries Organize priorities, task lists, reminders, and follow-up items Help maintain calendars, timelines, and operational deadlines Coordinate internal meetings and scheduling as needed Track outstanding action items and ensure deadlines are not missed Assist with inbox organization and prioritization Draft internal communications, workflow updates, and operational announcements Prepare meeting agendas and supporting documentation Create executive summaries from Slack threads, meetings, Looms, and email conversations Maintain organization of leadership initiatives, projects, and “parking lot” items SOP & Documentation Management Create first-draft SOPs from: Loom videos Recorded trainings Slack conversations Meetings Leadership direction Existing workflow examples Update and maintain SOP documentation libraries Organize documentation and ensure consistency in formatting and workflows Identify workflow gaps, inconsistencies, or process breakdowns Assist with AI-supported documentation organization and management Create training guides, quizzes, checklists, and quick-reference materials Assist with onboarding and offboarding documentation/checklists Operational Coordination Help maintain and update Monday.com boards and workflows Ensure ownership, statuses, deadlines, and tasks remain accurate and organized Assist with cross-department coordination and accountability Follow up with department leaders and staff regarding outstanding items Assist with implementation tracking for operational initiatives and new systems Monitor recurring operational tasks and identify bottlenecks Help audit workflows and identify inefficiencies or recurring issues Track recurring operational pain points and escalate trends appropriately Assist with vendor, partner, and project coordination as needed Reporting & Data Support Pull operational data and department metrics Create first-draft reports and summaries for leadership review Assist with identifying trends, inconsistencies, or operational concerns Compile reporting from systems including: AppFolio Monday.com Zendesk Google Sheets Showmojo Internal operational trackers Assist with leadership dashboards and reporting visibility Help create and maintain KPI scorecards by department Organize reporting trackers and operational visibility tools Project Management & Accountability Help leadership keep projects moving forward Track rollout progress and pending deliverables Assist with implementation checklists and accountability tracking Maintain visibility into operational priorities and deadlines Escalate stalled items, blockers, or gaps appropriately Assist with cross-department communication and project coordination Organize quarterly initiatives, priorities, and leadership projects Help ensure follow-through on operational directives and leadership goals Assist with AI prompt management, process optimization, and documentation organization initiatives Ideal Skillsets Extremely organized and detail-oriented Strong written communication skills Ability to take rough concepts and turn them into organized documentation Comfortable learning new systems and software quickly Strong accountability and follow-through Ability to prioritize in a fast-paced environment Strong problem-solving and critical-thinking skills Comfortable utilizing AI tools and technology Professional and adaptable communication style Ability to maintain confidentiality and professionalism Comfortable managing multiple priorities simultaneously Self-starter mentality with strong initiative Ability to proactively identify gaps and suggest improvements What Success Looks Like Leadership has increased organization, clarity, and bandwidth SOPs and documentation remain organized and consistently updated Tasks and operational projects move forward with fewer follow-up gaps Departments have improved visibility and accountability Reporting becomes more proactive and actionable Communication becomes more streamlined and centralized Leadership spends less time chasing tasks and more time focusing on strategic growth Operational initiatives continue progressing efficiently and consistently Cross-department collaboration becomes more proactive and organized Leadership can rely on consistent first-draft documentation, reporting, and operational support Please supply resume to be considered. English must be fluent in writing & verbal communication. Experience with Monday.com or Click-Up required, Google Drive proficient, and prior property mgmt experience would be nice.