Executive Operations & Project Coordinator

Job DescriptionWe are seeking a dynamic and highly organized Executive Operations & Project Coordinator to join our team. This energetic professional will serve as a vital support hub for executive leadership, ensuring seamless daily operations, efficient project management, and effective communication across departments. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, technical proficiency, and a proactive approach to problem-solving. This role offers an exciting opportunity to contribute to strategic initiatives while managing administrative tasks with precision and enthusiasm.DutiesProvide comprehensive administrative support to senior executives, including calendar management, scheduling meetings, and coordinating business travel arrangementsOrganize and facilitate company events, meetings, and conferences, ensuring all logistics are handled smoothly from planning to executionManage internal communications by drafting correspondence, proofreading documents, and transcribing meeting notes with accuracyOversee office management duties such as filing, data entry, handling multi-line phone systems, and maintaining office suppliesUtilize productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint) and collaboration tools like video conferencing software to support daily operationsCoordinate projects by tracking deadlines, managing project documentation in project management software, and collaborating with cross-functional teams including C-suite executivesHandle bookkeeping tasks using QuickBooks or similar accounting software, including invoicing, expense tracking, and financial record keepingMaintain confidentiality of sensitive information while providing executive administrative support with professionalism and discretionRequirementsProven experience in office management or administrative roles, preferably supporting senior leadership or executivesStrong organizational skills with the ability to prioritize tasks efficiently in a fast-paced environmentExcellent written and verbal communication skills with attention to detail for proofreading and transcription tasksTechnical proficiency in Microsoft Office (Word, Excel, Outlook), QuickBooks, video conferencing platforms (Zoom, Teams), and Docusign or similar electronic signature toolsExperience in event planning and organizing large or small-scale corporate events or meetingsAbility to handle confidential information with integrity and professionalismDemonstrated capability in calendar management and managing multiple priorities simultaneouslyStrong customer service orientation with excellent phone etiquette and interpersonal skillsFamiliarity with business travel arrangements and working as an executive assistant or project coordinator is highly desirableJoin us as an Executive Operations & Project Coordinator to play a pivotal role in streamlining operations, supporting leadership initiatives, and driving organizational success. Your proactive attitude combined with technical expertise will make a significant impact on our team’s productivity and overall effectiveness.Elias Brothers Group EB Legacy Developments LLC – Bay Harbor Islands, FL Full-Time | On‐Site-NOT REMOTEElias Brothers Group/EB Legacy Developments LLC is a multi‐division real estate, development, construction, and acquisitions company seeking a highly organized and detail‐driven Executive Operations & Project Coordinator for our Bay Harbor Islands office. This role supports daily operations across our development, land purchasing, construction, remodeling, acquisitions, and management divisions.We are looking for someone who thrives in a fast‐paced, family‐owned business environment, can manage multiple priorities, and communicates clearly and professionally.Key ResponsibilitiesManage executive schedules, calendars, task lists, and project timelinesMaintain and organize multiple email inboxes and digital workflowsCreate spreadsheets, cost logs, and project tracking documentsAssist with real estate contracts, addendums, and closing coordinationSupport permitting processes with Miami‐Dade County and local municipalitiesCoordinate with architects, engineers, inspectors, and vendorsReview documents for accuracy (paralegal‐style support)Enter accounts payable, track invoices, and assist with financial logsProvide general office support: filing, scanning, copying, digital organizationOrder office supplies, manage small errands, and coordinate mealsPick up mail and prepare FedEx/UPS shipmentsProvide clear, structured communication for an executive whose first language is HebrewMaintain confidentiality across all business mattersNotary Public certification is a plusRequirementsValid driver’s licenseTrilingual: English, Hebrew, and Spanish strongly preferredStrong attention to detail and accuracyAbility to read, understand, and review legal/contract documentsProficiency in Microsoft Office (Excel, Word) and digital filing systemsExperience with accounts payable and basic accounting workflowsFamiliarity with real estate processes, permitting, and municipal coordinationReliable, organized, and able to work independentlyNotary Public certification is a plusSchedule & CompensationFull-time or part-time positions availableCompetitive pay based on experienceOn‐site role at our Bay Harbor Islands officeAbout Elias Brothers Group/ EB Legacy Developments LLCElias Brothers Group/EB Legacy Developments LLC is a multi‐disciplinary organization involved in real estate development, land acquisition, construction, remodeling, property management, and strategic investments. We operate multiple entities and projects across South Florida and pride ourselves on efficiency, integrity, and a strong family‐owned business culture.How to ApplyPlease submit your resume and a brief introduction explaining your relevant experience and language skills.Pay: $62,400.00 - $70,000.00 per yearBenefits:Dental insuranceHealth insuranceLife insurancePaid time offVision insuranceWork Location: In person