Director of Operations (Back Office) & Personal Assistant | 59120426634

somewhere; Deutschland; Hybrid; EUR 104.000 - 148.000; Vollzeit

Zusammenfassung

somewhere seeks a Director of Operations (Back Office) & Personal Assistant to anchor the leadership team and drive operational excellence across real estate entities. You will own the back-office ecosystem and manage executive logistics with discretion and speed.

You will orchestrate calendars, communications, travel planning, and special projects for a high-net-worth leader in a fast-paced, asset-management environment.

Qualifikationen

• 5–7+ years of executive operations or senior assistant experience.
• Experience supporting high-net-worth individuals or multi-entity real estate enterprises.
• Background in property management or self-storage preferred.

Aufgaben

• Lead back-office operations for real estate entities.
• Manage owner’s calendar and communications.
• Coordinate high-end travel and lifestyle logistics.
• Research and execute strategic ad-hoc projects.

Kenntnisse

Executive operations

Project management

High-net-worth support

Real estate operations

Communication skills

Tools

Asana

Notion

ClickUp

Google Workspace

CRM platforms

Real estate software

Jobbeschreibung

Position: Director of Operations (Back Office) & Personal Assistant

Location: LATAM

Work Schedule

Work Schedule : 9am-6pm-EST

Salary: Market Related

About the Company

We are a high-performing, multi-faceted organization overseeing an elite portfolio of real estate businesses, strategic asset investments, and entrepreneurial ventures. Driven by efficiency, modern infrastructure, and high operational standards, we manage residential and commercial assets while continuously pursuing new acquisition opportunities.

We operate in a fast-paced environment where execution, extreme organization, and seamless logistical management are paramount. We are seeking a highly sophisticated, exceptionally competent, and deeply proactive Director of Operations (Back Office) & Personal Assistant to serve as the organizational anchor for our leadership team.

Role Overview

This is a dual-focus, high-impact leadership and support position. You will act as the ultimate strategic partner, gatekeeper, and operational engine for the business owner.

On the Operations side, you will fully own the back-office ecosystem—architecting workflows, optimizing asset management tracking, and ensuring our real estate portfolios and business entities run with absolute precision. On the Personal Assistant side, you will manage executive logistics, lifestyle management, and critical communications with total discretion and speed.

• Role Type: Full-Time (Hybrid / Remote options depending on alignment)
• Core Objective: Establish complete administrative control over the back office, streamline the owner's schedule, and eliminate operational friction before it reaches executive attention.

Key Responsibilities

1. Back-Office Operational Leadership

• Process & Workflow Architecture: Audit, build, and maintain standard operating procedures (SOPs) across our real estate entities to optimize asset onboarding, transaction coordination, and vendor management.
• Portfolio & Asset Tracking: Oversee the data integrity of our real estate portfolios, ensuring lease agreements, property documentation, insurance policies, and corporate filings are meticulously organized and up to date.
• Financial Administration: Coordinate with bookkeepers, accountants, and legal teams to streamline accounts payable/receivable, track project budgets, and compile operational financial reports for executive review.
• Vendor & Contractor Management: Act as the primary point of escalation for external property managers, contractors, brokers, and legal counsel, ensuring deadlines are met and service standards are maintained.

2. Executive & Personal Assistance

• Gatekeeping & Calendar Mastery: Manage complex, fluid professional and personal calendars. Proactively protect the owner’s time, prioritize high-value meetings, and eliminate scheduling conflicts.
• Communication Management: Filter, prioritize, and draft executive correspondence. Respond to critical emails, inquiries, and inbound real estate opportunities with professional clarity and speed.
• Lifestyle & Logistics Coordination: Oversee personal logistics, including high-end travel planning, personal property management, vehicle maintenance tracking, and specialized lifestyle administrative tasks.
• Special Projects: Independently research, analyze, and execute strategic ad-hoc assignments, ranging from analyzing potential real estate acquisitions to organizing private events.

Required Qualifications & Traits

• Experience: 5–7+ years of executive operations, project management, or senior-level assistant experience, specifically supporting high-net-worth individuals, executives, or multi-entity real estate enterprises.
• Preferably, candidates with a background in property management or self-storage would be ideal.
• Real Estate: Strong foundational knowledge of real estate business operations, transaction lifecycles, and asset documentation.
• Technical Mastery: High fluency across modern project management and workspace tools (e.g., Asana, Notion, ClickUp, Google Workspace, advanced CRM platforms, and real estate management software).
• Communication Demeanor: Exceptional verbal and written communication. You possess a calm, commanding, yet highly collaborative tone and can interface confidently with premium clients, partners, and vendors.
• Mindset & Ownership: Deeply resourceful, detail-obsessed, and entirely self-directed. You operate with a high degree of emotional intelligence, discretion, and a natural instinct to anticipate needs before they arise.