Executive Operations Manager

The Josh Shapiro Team of Douglas Realty; Pasadena (MD); Hybrid; USD 70,000 - 80,000; Full time

Job summary

The Josh Shapiro Team of Douglas Realty is seeking an Executive Operations Manager in Maryland. This full-time, primarily home-based role offers hybrid work with in-person support as needed, supporting the Team Leader and the business at large.

The position emphasizes proactive problem solving, organizational excellence, and a high-impact partnership.

Qualifications

• Must have meaningful experience in real estate operations or executive support.
• Excellent organizational and detail orientation.
• Strong written and verbal communication in professional settings.
• Ability to balance behind-the-scenes admin work with client-facing responsibilities.
• Capacity to lead meetings and drive accountability.
• Local to Anne Arundel County, Maryland with willingness for in-person support.

Responsibilities

• Provide executive & operational support to Team Leader.
• Manage calendars, emails, scheduling, and day-to-day coordination.
• Prepare meeting agendas and track action items.
• Coordinate and lead team meetings with accountability follow-through.
• Oversee administrative systems and internal processes to keep business running smoothly.
• Coordinate real estate transactions, listings, and related docs.

Job description

Are you the kind of person who thrives on being the trusted right hand behind a growing business? Do you enjoy bringing order to chaos, anticipating needs before they arise, and helping ambitious leaders execute at a high level? This is a full-time, primarily home-based role requiring consistent engagement during core business hours and limited after-hours monitoring when time-sensitive matters arise. The Josh Shapiro Team at Douglas Realty is seeking an Executive Operations Manager to serve as a strategic and operational partner to the Team Leader with the real estate business as the primary focus and secondary support across several business-minded ventures. The right person will be highly organized, proactive, adaptable, and energized by supporting multiple moving pieces while helping drive projects forward. If you’re looking for a role where you can make a significant impact, take ownership, and grow alongside a driven forward-thinker, we’d love to hear from you. This is a high-impact, primarily home-based role that combines executive support, operations coordination, project management, and client-facing responsibilities. You’ll help keep the business running smoothly behind the scenes while also stepping into situations that require communication, leadership, and follow-through. The ideal candidate understands that supporting a forward-thinker means balancing structure with flexibility. Priorities may shift, new opportunities may emerge, and no two weeks will look exactly the same.

Compensation Base Salary: $70,000–$80,000 Expected Earnings: Approximately $80,000–$95,000 annually

Hybrid Work Opportunity Location: Anne Arundel County, Maryland

Opportunity to grow into a Director of Operations role with a successful real estate and forward-thinking organization.

Responsibilities

• Executive & Operational Support
• Manage multiple business email accounts, calendars, scheduling, priorities, and day-to-day operational coordination for the Team Leader
• Triage incoming communications and determine what can be handled independently, what should be drafted for review, and what requires the owner’s direct involvement.
• Oversee administrative systems, workflows, and internal processes to keep the business running smoothly
• Prepare meeting agendas, document action items, and ensure timely follow-through
• Coordinate and help lead team meetings, including tracking accountability and next steps
• Anticipate needs, identify gaps, and proactively solve problems before they escalates.
• Provide local in-person operational support including property visits, signage, vendor coordination, meetings, and occasional business errands.
• Real Estate Operations & Administrative Support
• Coordinate real estate transactions, listings, and related documentation, escalating negotiation matters
• Maintain CRM records, databases, and communication follow-up systems
• Prepare and organize contracts, forms, disclosures, and other real estate administrative materials as needed
• Track deadlines, inspections, vendor appointments, and transaction milestones
• Manage listing coordination, social media, website, and marketing execution, including signage and property-related logistics
• Ensure day-to-day real estate operations remain organized, responsive, and client-focused
• Client & Team Coordination
• Serve as a professional point of contact for clients, vendors, contractors, tenants, and business partners
• Provide a high level of responsiveness and customer service across all interactions
• Coordinate communication between the Team Leader and internal or external stakeholders and, over time, train current and new agents on team systems
• Help create a seamless experience for clients and partners throughout every stage of the process
• Rental Properties and Construction Support
• Communicate with tenants regarding routine questions, repairs and property-related concerns.
• Coordinate contractors, obtain estimates, schedule work, and confirm that repairs have been completed properly.
• Assist with tenant showings, property visits, inspections and turnover-related tasks.
• Track open rental-property issues and ensure they are resolved without repeated owner involvement.
• Assist with scheduling, vendor communication, documentation, and follow-up for residential construction projects.
• Visit properties or meet contractors locally when an in-person presence is needed.
• Gradually assume authority to approve routine repairs and operating expenses within established financial limits.
• Business-Minded Project Assistance
• Support special projects and new business initiatives as they develop
• Conduct research, gather information, and organize recommendations for decision-making
• Assist with implementation of operational, marketing, and business development initiatives
• Adapt quickly to new opportunities, priorities, and projects as the organization grows

What Makes This Opportunity Different

This role is designed for someone who wants to serve at a high level and become a genuine right-hand partner.

• Is comfortable working in a dynamic and occasionally unpredictable business
• Takes initiative rather than waiting for detailed instructions
• Thinks two steps ahead and proactively solves problems
• Owns outcomes, keeps commitments, and communicates before deadlines are missed
• Can confidently interact with clients, vendors, contractors, and team members
• Is willing to assist with local errands, signage, property visits, and other in-person support tasks

Qualifications

• Have meaningful experience in either real estate operations or serving as the trusted right-hand to a business owner or executive
• Are exceptionally organized and detail-oriented
• Communicate professionally and confidently in both written and verbal interactions
• Can balance behind-the-scenes administrative work with client-facing responsibilities
• Enjoy both strategic coordination and rolling up your sleeves to get things done
• Are comfortable leading meetings, following up with others, and driving accountability
• Live locally in Anne Arundel County, Maryland and are available for regular in-person support
• Hold an active Maryland real estate license or are willing to obtain one within an agreed-upon timeframe after hire

Preferred Experience

• Experience spanning both real estate operations and executive or forward-thinking support
• Property management or rental coordination
• Construction or project coordination
• Operations management or project management responsibilities
• Working in a fast-paced environment

Compensation

$70,000-$80,000 per year