Executive Assistant / Office Manager Job Description
The Capstone Group ( is a private real estate investment firm founded in 2001 and headquartered in Franklin, Tennessee. The company is actively involved in the acquisition, financing and management of commercial properties throughout the Southeast United States, especially Middle Tennessee. We’re currently looking for an Executive Assistant / Office Manager to directly support the company’s President, manage the office, and support the company’s operations.
Objectives of this role
• Provide primary support for the President and provide additional support to Capstone team members to ensure that company goals and objectives are met.
• Maintain and refine internal processes that support the Capstone team and coordinate internal and external resources to expedite workflows
• Plan and orchestrate work to ensure that the President’s priorities are met, organizational goals are achieved, and best practices are upheld
• Ensure all properties are operating efficiently, well-maintained, tenants are lease compliant
• Maintain a smooth and organized office environment to support daily business operations
Responsibilities
• Manage professional and personal tasks and scheduling for the President, including agendas, reviewing and answering (when appropriate) mail, email, phone calls, investor, lender, and client management, and other company logistics
• Coordinate company transactions, deal flow, scheduling and calendar management, as well as content and flow of information to team members
• Help coordinate other senior executives’ travel logistics and activities, including accommodation, transportation, and meals
• Provide administrative and office support, such as maintenance of filing system and company databases
• Organize team communications and plan events, both internal and off-site
• Monitor office supplies and equipment as required
• Manage local property managers to inspect properties and arrange for repairs as required and arrange contracts for maintenance, trash removal, landscaping, security and other ongoing services as necessary.
• Maintain professionalism and strict confidentiality with all materials
• Light bookkeeping
• Office tasks as needed
Required skills and qualifications
• Two or more years of experience in an administrative role reporting directly to upper management
• Extremely Organized
• Self-starter
• Strong desire to learn and grow, especially regarding real estate and/or business
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with standard Microsoft office suite programs
• Flexible team player, willing to adapt to changes and unafraid of challenges
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