Executive Assistant Office Manager

Nashville Public Radio; Arizona; Remote; USD 45,000 - 65,000; Full time

Benefits offered by this job

Flexible schedule

1099 Position

Job summary

A leading media organization is looking for an Office Manager / Operations Lead to handle communications, operations, and team management effectively. This role will support leadership with various tasks and contribute significantly to the operational efficiency of the firm. Ideal candidates will possess strong organizational skills, be tech-savvy, and have at least 2 years of experience in a similar position. A flexible schedule and remote work options are available, making it ideal for proactive individuals who enjoy taking ownership of their tasks.

Qualifications

• Minimum 2 years of experience as an Office Manager or Executive Assistant.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities effectively.

Responsibilities

• Manage all incoming messages, including emails and phone calls.
• Book meetings, manage calendars, and coordinate travel.
• Assist with real estate closings and transaction coordination.
• Create marketing materials and manage social media content.

Skills

Organizational skills

Communication

Tech-savvy

Accountability

Detail-oriented

Tools

CRM

Google Workspace

Canva

Dropbox

Job description

Company Description

HB Capital is a leading national capital advisory firm specializing in debt and equity capital placements for commercial real estate investors and developers. We provide tailored financing solutions for diverse projects, including new construction, value-add repositioning, and equity unlocking from stabilized assets. With deep expertise in commercial real estate and strong connections in the capital markets, we offer loan products such as construction loans, bridge loans, SBA and CMBS loans, and private capital solutions. Known for speed, creativity, and reliability, HB Capital serves clients in various asset classes like industrial, retail, mixed-use, multifamily, and land with loan sizes ranging from $2M to over $200M.

The Opportunity

We’re seeking a highly organized, proactive Office Manager / Operations Lead to become the central nervous system of the business.

You will help manage communications, operations, CRM, marketing execution, virtual assistants, projects, vendors, and administrative logistics — freeing leadership to focus on growth, relationships, and strategy.

This role is ideal for someone who:

• Thinks three steps ahead, and moves fast with urgency
• Loves ownership and accountability
• Enjoys structure, systems, and follow-through
• Is tech-savvy and excited by AI, automation, and optimization
• Wants to grow with a founder-led company

Key Responsibilities

Operations & Executive Support

• Manage all incoming messages (email, text, DMs, phone calls)
• Answer and route inbound phone calls professionally
• Book meetings, manage calendars, coordinate travel and flights
• Organize Dropbox and internal documentation
• Assist with processing real estate closings and transaction coordination
• Support leadership with day-to-day execution and prioritization

CRM & Lead Management

• Add and manage leads in the CRM
• Ensure all leads are followed up with promptly
• Audit CRM activity and hold team members accountable to updates
• Follow up internally to confirm meetings, notes, and next steps are logged
• Help maintain clean, accurate data and workflows

Marketing & Communications

• Create Canva flyers and marketing materials
• Schedule and post content to social media platforms
• Write, schedule, and send newsletter and email campaigns
• Assist with content coordination and brand consistency

Team & VA Management

• Hire, onboard, and manage virtual assistants
• Audit VA hours, performance, and deliverables
• Create SOPs, task lists, and performance standards
• Manage projects across internal team members and contractors

Systems, Vendors & Innovation

• Coordinate with vendors and service providers
• Explore, test, and implement new AI tools and automation
• Improve workflows, systems, and internal efficiency
• Identify bottlenecks and proactively propose solutions

Who You Are

• Exceptionally organized with strong attention to detail
• Clear, professional communicator (written and verbal)
• Comfortable managing multiple priorities without dropping balls
• Tech-savvy (CRM, Google Workspace, Canva, Dropbox, scheduling tools)
• Confident managing people, projects, and deadlines
• Discretion, integrity, and professionalism are non-negotiable
• Experience in real estate, finance, or entrepreneurship is a plus — not required
• You take pride in being the person everything runs through

What Success Looks Like

• Leadership inboxes and calendars are calm, organized, and controlled
• CRM is clean, updated, and actively used by the team
• Leads are followed up with quickly and professionally
• VAs are productive, accountable, and aligned
• Marketing execution is consistent and polished
• Projects move forward without constant reminders
• The company runs smoother because you’re in the seat

Why This Role Is Special

• Work directly with a high-performing CEO and founder
• Real ownership and influence inside a growing firm
• Exposure to commercial real estate, capital markets, and entrepreneurship
• Opportunity to grow into a senior operations or chief of staff-type role
• Culture built on trust, accountability, excellence, and growth

How to Apply

Please submit:

• Your resume
• A short note explaining why you’d be exceptional in this role
• Examples of systems, teams, or projects you’ve managed (if applicable)

Only candidates who thrive in fast-paced, high-standards environments should apply.

Benefits

• Flexible schedule, work from anywhere
• This is a 1099 Position

Experience

• Office Manager/ Executive Assistant: 2 years minimum (Required)

Language

• English (Required)
• Work Location: Remote