Operations Manager

Overview:

Hixen Search Group has partnered with a growing real estate investment firm to identify an Executive Admin & Operations Manager. This individual will report to the executive leadership team and serve as the organizational hub of the company, supporting leadership, coordinating investor and deal-related activities, and ensuring priorities are executed efficiently across the business. This role is ideal for someone who enjoys creating structure, managing multiple moving pieces, and driving accountability within a fast-paced entrepreneurial environment.

Top Responsibilities:

Executive & Team Support

• Manage calendars, schedules, and priorities for company leadership
• Prepare meeting materials and coordinate internal meetings
• Document key decisions, action items, and follow-up responsibilities
• Track completion of deliverables and ensure accountability across the team

Operations & Project Management

• Maintain company-wide task tracking and workflow management
• Monitor deadlines, priorities, and ownership of key initiatives
• Drive execution by proactively following up on outstanding items
• Identify opportunities to improve processes and organizational efficiency

Deal Coordination

• Track acquisition and transaction timelines
• Monitor due diligence milestones, financing deadlines, earnest money deposits, and closings
• Coordinate inspections and document collection
• Escalate delays, risks, or missing information to leadership

Investor Relations Support

• Maintain investor records and subscription information
• Track funding commitments and ensure required documentation is completed
• Coordinate investor communications, reporting packages, and newsletters
• Support investor meetings, events, and quarterly reporting processes
• Assist with annual K-1 distribution and investor follow-up

Administrative & Office Management

• Maintain company filing systems and document organization
• Support onboarding of new employees and new property acquisitions
• Coordinate office supplies, equipment, and workspace setup
• Ensure company records, templates, and operating procedures remain current

Why This Opportunity

• High-impact role with visibility to all aspects of the business
• Direct partnership with company founders and leadership team
• Exposure to acquisitions, investor relations, asset management, and company operations
• Opportunity to create processes and improve organizational efficiency
• Entrepreneurial environment where strong performers can make a meaningful impact
• Hybrid work schedule with flexibility
• Stable, growing real estate investment platform with long-term growth potential

Ideal Candidate

Must Have

• :3+ years of administrative, executive assistant, operations, project coordination, or similar experience
• Exceptional organizational and project management skills
• Strong written and verbal communication abilities
• Ability to manage multiple priorities and deadlines simultaneously
• Strong attention to detail and follow-through
• Proficiency with Microsoft Office, particularly Excel and Outlook
• Ability to work independently and proactively solve problems

Nice to Have

• Real estate, private equity, financial services, legal, or professional services experience
• Experience supporting executives or business owner
• Exposure to investor relations or transaction coordination
• Bachelor's degree

Profile

• Highly organized professional who naturally creates structure and accountability
• Comfortable working in a small-company environment where responsibilities span multiple functions
• Resourceful, proactive, and able to anticipate needs before being asked
• Strong communicator who enjoys supporting leadership while driving execution throughout the organization
• Someone looking for a long-term opportunity with meaningful responsibility and visibility across the business