Office Manager/EA - Coastline Equity

Position Overview: 

At Coastline Equity, we are looking for a highly organized and proactive Office Manager/EA to support our CEO and ensure the smooth daily operations of our office. This role blends executive assistant duties with office management, acting as a key point of contact for both internal teams and external clients. The ideal candidate will protect the CEO’s time, elevate office operations, and strengthen client relationships—all while proactively introducing tools and processes to streamline tasks and improve overall efficiency. 

Key Responsibilities: 

Executive Assistant Duties: 

• Proactively protect the CEO’s calendar and time, ensuring priority tasks and meetings are addressed, and minimizing distractions. 

• Manage the CEO’s email inbox and schedule with a focus on maximizing productivity. 

• Anticipate the CEO’s needs related to business operations, client relationships, and revenue-driving opportunities. 

• Handle personal tasks and errands for the CEO, including scheduling appointments and managing confidential information. 

• Maintain discretion when dealing with sensitive information. 

Office Management: 

• Elevate office operations: Introduce tools and processes to streamline office tasks and enhance overall efficiency. 

• Organize and execute company events (holiday parties, team events, all company meetings) in coordination with HR. 

• Collaborate with IT to swiftly address technical issues and ensure office equipment and software tools (e.g., Microsoft 365) are operational and current. 

• Serve as the first point of contact for clients and visitors, ensuring a positive and professional first impression. 

• Maintain inventory and order supplies to support office functionality. 

• Manage company mail and other office logistics. 

Client Relations: 

• Strengthen client relations: Send thank-you cards and personalized gifts to clients and connectors after meetings or events with the CEO. 

• Act as a key touchpoint for clients, ensuring their interactions with the company reflect a high level of service. 

Internal Communication: 

• Boost internal communication: Utilize Microsoft Teams and other email integrations to enhance coordination across departments. 

• Ensure effective communication across teams and improve administrative processes. 

Skills & Qualifications: 

• Time management and prioritization: Protect the CEO’s time and ensure scheduling is aligned with strategic goals. 

• Proactivity: Anticipate needs before they arise and proactively introduce tools or strategies that improve office and executive operations. 

• Technology-savvy and curious: Stay on top of technology trends and changes, especially those impacting the real estate industry. Quickly address tech issues to speed up decision-making and administrative processes. 

• Confidentiality: Handle personal and professional information with the highest level of discretion and trust. 

• Client-focused: Be the first point of contact with clients, ensuring a professional, welcoming experience. 

• Problem-solving abilities: Use independent judgment to make decisions that affect the CEO and the entire business. 

Requirements

What We’re Looking For: 

• Experience: Previous roles as an Executive Assistant, Operations Manager, or Office Manager are preferred, though not required. It’s more about your personality, initiative, and soft skills. 

• Soft Skills: Strong interpersonal skills, organizational abilities, and a service-oriented mindset. 

• Trustworthiness: This role requires a high level of trust, as you'll have access to personal and confidential information. 

• Industry Curiosity: A curiosity and willingness to learn about the real estate industry is important for success in this role. 

Benefits

Why Join Us? 

At Coastline Equity, we prioritize our customers and believe that a strong Office Manager/EA is crucial for maintaining smooth operations and positive client experience. We encourage a growth mindset with opportunities for professional development, and we value equity for all, ensuring an inclusive workplace. We'd love to hear from you if you’re proactive, tech-savvy, and passionate about supporting executive operations and client relationships.  

• Salary between $28 - $30 the hour.  
• A dynamic and positive work environment. 
• Opportunities for growth and development within the company. 
• Training and support are provided to help you succeed in your role.