Executive Assistant / Operations Coordinator

Nashville Public Radio; Phoenix (AZ); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Competitive salary

Benefits package

Visible contributions in a small team environment

Job summary

A commercial real estate finance firm in Phoenix is seeking an Executive Assistant / Operations Coordinator. This role requires managing the Principal's calendar, supporting deal operations, and ensuring seamless client coordination. The ideal candidate will have 3+ years of relevant experience, exceptional organizational skills, and the ability to thrive in a fast-paced environment. A competitive salary and benefits are provided, emphasizing a culture of autonomy and competence. Join our team to make a direct impact on business growth!

Qualifications

• 3+ years of experience as an executive assistant, operations coordinator, or office manager in a professional services environment.
• Ability to manage 15+ concurrent workstreams efficiently.
• Comfortable with technology and quick to learn new platforms.

Responsibilities

• Manage the Principal's calendar and coordinate meetings across time zones.
• Track active deal statuses and compile document packages for clients.
• Maintain CRM data integrity and manage marketing content.

Skills

Organizational skills

Strong written communication

Proactive problem solving

Technology proficiency

Tools

HubSpot

Google Workspace

Canva

Dropbox

QuickBooks

Job description

Executive Assistant / Operations Coordinator

Arriba Capital | Phoenix, AZ | Full-Time, In-Office

About Arriba Capital

Arriba Capital is a boutique commercial real estate finance advisory firm specializing in debt and equity placement for hotel assets nationwide. We advise on construction loans, bridge financing, acquisitions, and refinances for institutional and entrepreneurial sponsors. Our team is small, fast-moving, and deeply embedded in the hospitality investment community. This is not a passive support role. You will be a force multiplier for the Principal and the broader team, directly contributing to deal execution and business growth.

The Role

We are looking for a sharp, organized, and proactive Executive Assistant / Operations Coordinator to support the Principal and manage day-to-day internal operations. The right person thrives in a high-autonomy environment, can manage competing priorities without being told twice, and takes genuine ownership of the systems and workflows that keep the firm running. Prior experience in commercial real estate, financial services, or a professional services firm is strongly preferred but not required if you are a fast learner with exceptional organizational instincts.

Core Responsibilities

Executive Support

• Manage the Principal's calendar across multiple time zones, coordinating internal meetings, external calls with clients, lenders, and industry contacts.
• Coordinate detailed travel arrangements (flights, hotels, ground transportation) for business conferences, property tours, and investor events.
• Proactively manage task lists, follow-ups, and deadlines, ensuring nothing falls through the cracks.
• Handle personal scheduling and logistics as needed (appointments, events, gifts).

Deal Operations and Client Coordination

• Track active deal statuses across the pipeline, flag bottlenecks, and follow up with third parties to keep transactions moving.
• Draft and send engagement letters, NDAs, invoices, and miscellaneous deal documents.
• Compile and distribute document packages to clients, lenders, and legal counsel via Dropbox Sign and other platforms.
• Pull market reports, research prospective clients and properties, and compile background notes in the CRM.
• Reach out to incoming loan request clients on behalf of the Principal, schedule initial meetings.

CRM and Database Management

• Maintain CRM data integrity: update contacts, manage deal records, clean up delivery failures, and maintain accurate pipeline stages.
• Manage automated drip campaigns, schedule newsletters, and maintain segmented contact lists.
• Update and maintain internal research databases and market tracking tools.
• Download and organize third-party market reports on a recurring schedule.

Marketing and Communications

• Compile and distribute the Arriba Capital Connect newsletter on a recurring cadence, including sourcing news snippets and coordinating team review.
• Create and schedule social media content and deal announcements using Canva and HubSpot.
• Maintain press release distribution, branding standards, and marketing material inventory.
• Coordinate conference logistics: registration, attendee list imports, meeting scheduling, pre/post-conference follow-up campaigns.

Offering Memorandum Production

• Compile property information, sponsor details, comps, and financial data for Offering Memorandum production.
• Review and audit completed OMs for accuracy, formatting, and completeness before distribution.
• Gather supplemental materials including property photos, sponsor bios, and general contractor documentation.

Office and HR Administration

• Manage office supplies, snacks, technology inventory, and building coordination.
• Process bi-weekly payroll through Paychex, maintain employee records, and handle compliance reporting.
• Check and distribute mail, coordinate with vendors and service providers.

What We Are Looking For

• 3+ years of experience as an executive assistant, operations coordinator, or office manager, ideally in a professional services, real estate, or financial services environment.
• Highly organized with an ability to manage 15+ concurrent workstreams without dropping balls.
• Strong written communication skills. You will draft client-facing correspondence and proofread materials regularly.
• Comfortable with technology and willing to learn new platforms quickly. Our tech stack includes HubSpot, Google Workspace, Canva, Dropbox, Paychex, QuickBooks, CoStar, and AI tools including Claude.
• Proactive problem solver who anticipates needs rather than waiting for direction.
• Professional demeanor and discretion when handling confidential financial and client information.
• Interest in commercial real estate or hospitality is a strong plus.

What You Will Get

• A front-row seat to national hotel transactions and direct exposure to institutional real estate finance.
• A small team environment where your contributions are visible and valued from day one.
• Competitive salary, benefits, and a clear path to grow as the firm scales.
• An office culture that values competence and autonomy over hierarchy and process.