EXECUTIVE PROJECT MANAGER / EXECUTIVE ASSISTANT TO CEO

ALL IN ONE Employment Services; Miami (FL); On-site; USD 100,000 - 165,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Paid time off

Job summary

ALL IN ONE Employment Services seeks an Executive Project Manager / Executive Assistant to the CEO in Coral Gables, FL. This in-person, full-time role combines high-trust executive support with real estate development, construction coordination, and financial analysis.

The candidate will manage the CEO’s schedule, coordinate multi-disciplinary projects, and drive milestones through due diligence, permits, budgeting, and reporting.

Qualifications

• 7+ years of progressive professional experience in real estate development, construction, project management, or related fields.
• Proven experience managing complex projects and coordinating multiple professionals and stakeholders.
• Strong understanding of real estate development, construction processes, due diligence, zoning, entitlements, permitting, contracts, and project administration.
• Strong financial and analytical skills with the ability to understand budgets, construction draws, project costs, financial reports, and investment information.
• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to operate independently, prioritize effectively, and work with minimal supervision.
• Strong business judgment, discretion, professionalism, and problem-solving ability.
• Bilingual English/Spanish is preferred.

Responsibilities

• Executive Leadership Support: Serve as the CEO's primary organizational and operational partner and manage calendars, priorities, meetings, communications, follow-ups, and action items.
• Real Estate Development & Construction Project Management: Coordinate multiple real estate development, construction, redevelopment, and investment projects from pre-acquisition through completion.
• Real Estate Due Diligence & Development: Support land acquisition and redevelopment due diligence, research zoning and permits, review feasibility studies.
• Financial & Investment Analysis: Review project budgets, costs, invoices, draws, and financial documentation; prepare reports for CEO and investors.
• Operations, Reporting & Administration: Prepare weekly project and executive status reports and maintain organized records.

Skills

Executive communication

Project management

Stakeholder coordination

Bilingual English/Spanish

Tools

Microsoft Excel

Microsoft Office

Job description

EXECUTIVE PROJECT MANAGER / EXECUTIVE ASSISTANT TO CEO

Real Estate Development & Construction | Coral Gables, FL
Salary: $100,000-$165,000 + Discretionary Bonus | Full-Time | In Person

We are seeking a high-level Executive Project Manager / Executive Assistant to the CEO to serve as the CEO's right hand while coordinating real estate development, construction, and investment projects.

This is a high-trust, high-impact position combining executive leadership support, project management, real estate development, construction coordination, financial analysis, and business operations.

The ideal candidate has substantial experience in real estate development and construction, exceptional organizational and analytical skills, strong business judgment, and the ability to independently drive projects, solve problems, manage professionals, and make sure priorities get completed.

KEY RESPONSIBILITIES

Executive Leadership Support

• Serve as the CEO's primary organizational and operational partner.
• Manage calendars, priorities, meetings, communications, follow-ups, and action items.
• Prepare executive reports, presentations, summaries, analyses, and decision‑making materials.
• Research and organize information for strategic business decisions.
• Handle confidential matters and occasional personal‑assistant responsibilities with discretion.
• Draft, review, and coordinate business documents and correspondence.

Real Estate Development & Construction Project Management

• Coordinate multiple real estate development, construction, redevelopment, and investment projects.
• Manage projects from pre-acquisition due diligence through entitlement, permitting, construction, and completion.
• Coordinate with developers, general contractors, architects, engineers, attorneys, consultants, subcontractors, lenders, investors, and government agencies.
• Track project schedules, budgets, milestones, deliverables, risks, and critical deadlines.
• Drive professionals and consultants to meet project milestones and deliverables.
• Manage and track RFIs, submittals, change orders, permits, inspections, contracts, and project documentation.
• Identify project risks, delays, cost issues, and opportunities and elevate them appropriately.

Real Estate Due Diligence & Development

• Support land acquisition and redevelopment due diligence.
• Research zoning, land use, entitlements, permits, development regulations, demographics, market conditions, and comparable projects.
• Review market studies, feasibility studies, demographic reports, and other research.
• Assist with development budgets, project feasibility, cost analysis, and schedule analysis.
• Coordinate with legal counsel regarding contracts, purchase agreements, development agreements, and other legal documentation.

Financial & Investment Analysis

• Review project budgets, construction costs, invoices, draws, approved change orders, and financial documentation.
• Compare construction draws against budgets and project costs.
• Coordinate with banks, lenders, inspectors, accounting, and finance teams.
• Prepare financial and operational reports for the CEO, ownership, and investors.
• Analyze project performance, cost variances, schedules, and financial risks.
• Assist with investor reporting and executive‑level financial analysis.

Operations, Reporting & Administration

• Prepare weekly project and executive status reports.
• Attend project and leadership meetings and ensure action items are completed.
• Maintain organized digital and physical records.
• Coordinate insurance, banking, legal, accounting, and other professional services.
• Support office operations and maintain strong relationships with vendors and external professionals.
• Anticipate needs, identify problems before they become issues, and independently move priorities forward.

WHAT WE'RE LOOKING FOR

• 7+ years of progressive professional experience, with significant experience in real estate development, construction, project management, or related fields.
• Proven experience managing complex projects and coordinating multiple professionals and stakeholders.
• Strong understanding of real estate development, construction processes, due diligence, zoning, entitlements, permitting, contracts, and project administration.
• Strong financial and analytical skills with the ability to understand budgets, construction draws, project costs, financial reports, and investment information.
• Exceptional organizational skills and attention to detail.
• Strong Excel and Microsoft Office skills; highly comfortable with technology, online research, and business software.
• Excellent written and verbal communication skills.
• Ability to operate independently, prioritize effectively, and work with minimal supervision.
• Strong business judgment, discretion, professionalism, and problem‑solving ability.
• Ability to communicate effectively with CEOs, investors, attorneys, lenders, contractors, architects, engineers, consultants, and government officials.
• Bilingual English/Spanish is preferred.

IDEAL BACKGROUND

Candidates may come from backgrounds including:

Executive Project Manager, Executive Assistant to CEO, Executive Assistant, Chief of Staff, Real Estate Development Manager, Real Estate Development Associate, Construction Project Manager, Senior Project Manager, Project Executive, Development Coordinator, Construction Manager, Project Administrator, or Real Estate Investment professional.

The successful candidate will be someone who can move seamlessly between executive‑level responsibilities and detailed project execution—from preparing a CEO briefing to reviewing a construction draw, coordinating an entitlement issue, following up with a contractor, analyzing a project budget, or pushing a consultant to meet a deadline.

KEYWORDS

Executive Assistant to CEO, Executive Assistant, Executive Project Manager, Executive Project Coordinator, Chief of Staff, Real Estate Development, Real Estate Development Manager, Real Estate Development Associate, Construction Project Manager, Senior Project Manager, Project Executive, Construction Manager, Real Estate, Commercial Real Estate, Residential Development, Land Acquisition, Real Estate Investment, Property Development, Construction Management, Project Management, Due Diligence, Entitlements, Zoning, Land Use, Permitting, Development Approvals, Construction, General Contractor, Contractor Management, Architect, Engineer, Consultant Management, RFIs, Submittals, Change Orders, Construction Draws, Construction Budget, Project Budget, Cost Analysis, Financial Analysis, Investment Analysis, Investor Reporting, Market Research, Feasibility Studies, Contracts, Legal Coordination, Banking, Lending, Insurance, Microsoft Excel, Microsoft Office, Operations, CEO Support, Executive Support, Business Administration, Project Coordination, Bilingual English Spanish.

COMPENSATION & BENEFITS

$100,000-165,000 annual salary, based on experience and qualifications, plus discretionary bonus.

Benefits include health insurance, dental insurance, paid time off, paid holidays, paid vacation, paid personal days, and more

Schedule: Monday-Friday
Work Location: In person - Coral Gables, FL