Overview
Executive Assistant Jobs in Naples, FL at Confidential
Overview
A real estate private equity company specializing in real estate is seeking a highly organized, proactive, and detail-oriented Executive Assistant and Coordinator to support daily office operations, executive initiatives, technology systems, investor communications, and administrative processes. This role will be based in Naples, FL, and is ideal for a versatile professional who thrives in a fast-paced, entrepreneurial environment and enjoys wearing multiple hats across office management, operations, and executive support.
About the Company
This is a rare opportunity and exciting chance to join a dynamic team at a privately held investment management firm focused on real estate. The firm manages a diverse portfolio of assets and emphasizes disciplined execution, operational efficiency, and long-term value creation.
Position Summary
The Administrative & Operations Coordinator will play a critical role in ensuring the seamless day-to-day functioning of the firm. Responsibilities span office administration, technology coordination, compliance tracking, travel logistics, investor event support, onboarding, vendor management, and special projects. The ideal candidate is resourceful, polished, tech-savvy, and capable of managing confidential information with discretion.
Key ResponsibilitiesOffice Operations & Administration
- Oversee office equipment, fixtures, and workplace functionality
- Coordinate with building management and maintenance vendors
- Process utility bills, invoices, and payment requests
- Manage incoming mail, packages, and deliveries
- Schedule meetings and maintain internal calendars
- General office management for all company offices, including supplies
- Notarize documents as needed
- Manage phone and internet systems, upgrades, and troubleshooting
File Management & Technology Coordination
- Create and maintain organized SharePoint file systems
- Ensure digital files are accessible, secure, and searchable
- Assist staff in locating archived records and legacy documents
- Assist in coordinating third-party IT support as needed
- Manage incoming recurring financial reports and storage protocols
Recruiting & Internship Administration
- Maintain recruiting calendars and key hiring deadlines
- Manage university portal postings and candidate pipelines
- Conduct initial screening calls with applicants
- Collect onboarding paperwork, payroll forms, and legal documentation
- Coordinate technology setup for new hires and all onboarding
Compliance & Corporate Administration
- Monitor entity filing requirements and deadlines
- File annual reports and related registrations
- Coordinate with accountants regarding tax-related entity filings
- Track miscellaneous compliance obligations
- Negotiate annual service pricing and process representation invoices
Investor Relations Support
- Coordinate scheduling for investor calls and webinars
- Set up webinars and registration system; manage attendee access and troubleshoot technical issues
- Run backend logistics during live calls
- Edit and distribute webinar recordings after events
Executive Travel & Logistics
- Arrange commercial and private air travel
- Book hotels, transportation, and car services
- Coordinate catering and travel-related vendors
Marketing & Media Support
- Assist with media appearances for key company executives
- Create and send email campaigns
- Assist with basic graphic/image editing
- Coordinate schedules with publicists, writers, and outside consultants
Qualifications
- 3+ years of administrative, office management, executive assistant, or operations experience
- Strong organizational skills with exceptional attention to detail
- Ability to prioritize multiple responsibilities simultaneously
- Professional communication skills, both written and verbal
- Proficiency in Microsoft Office, Excel, Outlook, and SharePoint
- Comfortable with webinar platforms, scheduling tools, and light tech troubleshooting
- Experience handling confidential information with discretion
- Self-starter mindset with strong problem-solving ability
Preferred Qualifications
- Experience in administrations or operations within commercial real estate, private equity, finance, or investment management
- Experience supporting executives or high-net-worth stakeholders
- Notary Public certification (or willingness to obtain)
- Familiarity with marketing platforms, social media tools, or Canva/Adobe tools, Microsoft Office Suite
Pay: From $60,000.00 per year
Benefits:
- Flexible schedule
Application Question(s):
- Prior administrative experience?
Work Location: Hybrid remote in Naples, FL 34108
Title: Executive Assistant
Company: Confidential
Location: Naples, FL
Category:
