Executive Operations Assistant

The Westminster Group Companies; Erie (Erie County); On-site; USD 70,000 - 110,000; Full time

Job summary

Westminster Group Companies is a real estate development, investment, and management firm focused on long‑term ownership of multifamily, retail, and industrial assets. The Executive Operations Manager plays a central role in coordinating the administrative and operational backbone of the organization.

This role provides high‑level administrative, organizational, and strategic support to the leadership team, managing day‑to‑day operations, cross‑department workflows, and timely execution of

Qualifications

• 3+ years experience in executive support, operations, or office management.
• Exceptional organizational and proactive mindset.
• Strong written and verbal communication skills.

Responsibilities

• Support CEO and COO with scheduling, correspondence, meeting prep, and daily priorities.
• Maintain calendars, coordinate meetings, and prepare materials.
• Draft, edit, and manage executive correspondence, reports, and summaries.
• Coordinate cross-department communication and workflows.
• Oversee contract administration, renewals, and compliance items.
• Track vendor relationships and internal documentation workflows.

Skills

Organizational skills

Communication skills

Tools

Microsoft Office

Adobe

Dropbox

DocuSign

Monday.com

Job description

Westminster Group Companies is a real estate development, investment, and management firm focused on the long-term ownership of multifamily, retail, and industrial assets. Our vertically integrated team is committed to operational excellence, community impact, and strategic growth. The Executive Operations Manager plays a central role in coordinating the administrative and operational backbone of the organization.

Position Summary

The Executive Operations Manager provides high-level administrative, organizational, and strategic support to the leadership team. This role is responsible for managing day-to-day operations, coordinating internal workflows, facilitating cross-departmental communication, and ensuring timely execution of critical tasks. The Executive Operations Manager supports key functions including scheduling, project administration, contract tracking, reporting, and special initiatives across the company.

Key Responsibilities

Executive & Administrative Support

• Support the CEO and COO with scheduling, correspondence, meeting preparation, and daily priorities
• Maintain calendars, coordinate meetings, and prepare materials for internal and external engagements
• Draft, edit, and manage professional correspondence, reports, and executive summaries

Operations Coordination

• Serve as an internal hub for communication between departments (development, facilities, property management, and finance)
• Track and manage project timelines, follow-ups, and deliverables for key initiatives
• Oversee contract administration, including tracking deadlines, renewals, and compliance items

Documentation & Reporting

• Maintain organized internal records for leases, contracts, vendor agreements, and legal files
• Support preparation of investor reports, board updates, and internal dashboards
• Manage document flow and version control for key operational templates and policies

Office & Administrative Oversight

• Coordinate organizational functions, including vendor relationships and administrative processes.
• Oversee documentation flow such as filing systems, digital records and signature tracking.

• Assist in onboarding vendors ensuring smooth integration into systems and workflows
• Manage company systems access, software subscriptions, and operational tools
• Coordinate with accounting/legal teams on invoice tracking, insurance certificates, and compliance items

Accounts Receivable / Payable – NNN Leases

• Oversee accounts receivable and payable functions related to NNN lease properties.
• Monitor and process tenant payments for rent, CAM, real estate taxes, and insurance.
• Track delinquencies, apply late fees as necessary, and coordinate with tenants and accounting.
• Process outgoing payments for property-level expenses and ensure alignment with lease terms.
• Maintain up-to‑date ledgers and support financial reporting requirements.

Property & Insurance Tracking

• Maintain records and renewal calendars for property insurance policies across the portfolio.
• Track vendor insurance certificates (COIs) and ensure compliance with company requirements.
• Coordinate with vendors to ensure timely submission and verification.
• Serve as the internal liaison with the airplane management company.
• Coordinate schedules, travel logistics, maintenance oversight, and compliance documentation.
• Track associated tasks and ensure alignment with executive travel needs and internal protocols.
• Assist in compiling documentation and expense detail for monthly airplane usage audits.

Special Projects & Events

• Lead or support planning and logistics for company meetings, conferences, and events
• Assist with real estate transactions, marketing materials, and development project documentation as needed
• Help coordinate sponsorships, outreach, and tenant engagement programs

Qualifications

• 3+ years of experience in executive support, operations, or office management (real estate or construction industry preferred)
• Exceptional organizational skills with a proactive, detail‑oriented mindset
• Strong written and verbal communication skills
• Proficiency with Microsoft Office Suite, Adobe, and cloud-based project tools (e.g., Dropbox, DocuSign, Monday.com, or similar)
• Discretion and professionalism when handling confidential information
• Ability to manage multiple priorities in a fast‑paced environment